Recruitment to HR
SmartRecruiters to Sympa integration: ready to onboard becomes a data card in Sympa
With an integration between SmartRecruiters and Sympa, a candidate who is ready to onboard in SmartRecruiters becomes a new data card in Sympa, with a contract row for start date, job title, organisational unit and manager. The recruiter sees in the onboarding status in SmartRecruiters whether Sympa has accepted the new employee, or why not.
What the integration does
Organisations that use Sympa as HR system and recruit in SmartRecruiters find no connector for their ATS in the Sympa Marketplace. HR therefore copies every hire, and with many vacancies at once that falls behind the start dates.
- Your Sympa administrator creates an interface with POST rights on the data card and the contract table; we supply the field list.
- The recruiter sets the onboarding status of the hired candidate to ready to onboard.
- KoppelHet puts the hire in a queue, translates department and location to Sympa's mapping table and creates data card and contract row.
- KoppelHet sets the onboarding status in SmartRecruiters to successful, or to failed with Sympa's reason.
What to watch for with SmartRecruiters and Sympa
- The Sympa Marketplace has connectors for Recruitee and Teamtailor, including a Teamtailor connector for requisitions, but none for SmartRecruiters. A hire from SmartRecruiters only reaches Sympa through Sympa's Integration API or by hand.
- SmartRecruiters is built for organisations with many vacancies, while a Sympa interface allows one hundred requests per hour by default. KoppelHet acknowledges every notification within the five seconds SmartRecruiters allows, and then processes the hires in a queue that stays within Sympa's limit.
- If Sympa rejects a hire, for example because of a value that is not in the mapping table, KoppelHet sets the onboarding status of that candidate and job to failed. The recruiter thus sees in SmartRecruiters that something needs doing, without looking in Sympa.
- Fields such as start date and hours are in SmartRecruiters offer properties that each organisation creates itself, and a Sympa interface rejects a field that is not on it. During setup we put both lists side by side, so each property has one field on the interface.
- Sympa links the manager through a unique field. KoppelHet takes the email address of the hiring manager of the SmartRecruiters job and uses it to find the manager's data card; without a match the hire continues without a manager and HR gets an alert.
- A new data card can be missing for up to half an hour when Sympa is queried, and SmartRecruiters repeats a notification up to ten times. KoppelHet stores Sympa's ID from the Location header per candidate and job, so a repeat does not produce a second employee.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
What if a hire is reversed?
Nothing can be deleted from Sympa through the API. KoppelHet prepares a task for HR.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SmartRecruiters through a webhook subscription (ID only; HMAC-SHA256 in smartrecruiters-signature; 202 within 5 seconds; up to ten retries; callbacks log for 30 days) and the Customer API with OAuth 2.0 client credentials for candidate, job with hiring team and offer. Status back through PUT /candidates/{id}/jobs/{jobId}/onboardingStatus.
- To Sympa through the Integration API (OData 4.0) - POST api/{interface} for the data card (204 with Location header) and POST api/{interface}({id})/{table} for the contract row. Select fields through the interface's mapping table; X-ApiKey or basic authentication; no DELETE; by default 100 requests per hour.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SmartRecruiters | Field in Sympa | Notes |
|---|---|---|
firstName en lastName | Voornaam en achternaam | |
email | Privé-e-mail | |
phoneNumber | Telefoon | |
Startdatum (offer property) | Startdatum op de contractregel | As yyyy-mm-dd |
Functie van de vacature | Functie | |
department en location (vacature) | Organisatie-eenheid | Exact value from the mapping table |
Hiring manager (e-mail) | Leidinggevende via uniek veld e-mail | |
Uren per week (offer property) | Uren op de contractregel |
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