Recruitment to HR
SmartRecruiters to YouForce integration: hired candidate as a hire request
With an integration between SmartRecruiters and Visma Raet YouForce, a candidate set to hired in SmartRecruiters becomes a hire request in YouForce, with start date, job and organisational unit. Once the request is in place, the recruiter sees in SmartRecruiters that the handover succeeded; HR in the Netherlands completes the request with collective agreement scale and step.
What the integration does
Organisations that recruit through SmartRecruiters and run Dutch payroll in YouForce send the offer to HR as a PDF, and HR enters the new colleague by hand. Recruiters cannot see when that has happened.
- The recruiter sets the application in SmartRecruiters to hired.
- KoppelHet fetches candidate, vacancy and offer and checks whether the vacancy belongs to a Dutch location.
- YouForce checks whether the candidate already has an employee number; then a hire or rehire request is in place.
- KoppelHet sets the onboarding status in SmartRecruiters to successful, or to failed with a notification to HR.
- HR in the Netherlands adds scale, step and BSN and completes the request.
Back: Onboarding status per hired candidate
What to watch for with SmartRecruiters and Visma Raet YouForce
- YouForce lets a recruitment system start a hire request, but not create an employee directly. SmartRecruiters in turn has an onboarding status for the receiving system; KoppelHet sets it to successful once the request is in YouForce.
- YouForce can check whether a candidate already has an employee number. A former employee returning after a few years thus gets a rehire request instead of a second person.
- New employees often start on a temporary or on-call contract. We add the contract type to the offer properties in SmartRecruiters, so HR in YouForce has the right request in front of them.
- A SmartRecruiters notification only contains the application number. KoppelHet then fetches the data with its own access, which can be limited to the Dutch vacancies in SmartRecruiters.
- Jobs and organisational units must exist in YouForce. YouForce releases both through the integration, so we fill the lookup table from YouForce and do not maintain it by hand.
- SmartRecruiters keeps a thirty-day log of sent notifications and retries a failed notification up to ten times. KoppelHet compares that log with the requests in YouForce, so no hire goes unnoticed.
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
Is the new employee in YouForce straight away?
As a request yes. As an employee only after HR in the Netherlands has completed the request.
What do recruiters see in SmartRecruiters?
The candidate's onboarding status: successful when the request is in YouForce, failed when something is missing. On failure HR gets a notification with the reason.
What do we need to allow in YouForce?
That the integration may start hire requests and read jobs and organisational units.
We already have an integration platform. Does this fit alongside it?
Yes. This integration runs on the KoppelHet platform and asks nothing of your existing integration platform. Every action is in the audit logging, so operations and audit know what happened.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SmartRecruiters is read through a webhook subscription (activation with X-Hook-Secret; notification with only the ID and a Link header; HMAC-SHA256 in smartrecruiters-signature; 202 within 5 seconds; up to ten retries; 30-day callbacks log) and the Customer API with OAuth 2.0 client credentials; access groups apply when fetching. Onboarding status through PUT /candidates/{id}/jobs/{jobId}/onboardingStatus (ONBOARDING_SUCCESSFUL or ONBOARDING_FAILED).
- YouForce is written through the Youforce Recruitment API. POST hires starts the self-service workflow (including rehire); the API checks for an existing employee number and provides jobs (jobProfiles) and organisational units. Authorisation in the Visma developer portal.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SmartRecruiters | Field in Visma Raet YouForce | Notes |
|---|---|---|
Kandidaat-ID en job-ID | Kenmerk in de aanvraag | Also needed to set the status back |
firstName en lastName | Voornaam, voorvoegsel en achternaam | |
Geboortedatum (candidate property) | Geboortedatum | |
email en phoneNumber | Privé e-mail en telefoon | |
Startdatum (offer property) | Datum in dienst | |
Contractsoort (offer property) | Soort contract | For example permanent, temporary or on-call |
Afdeling van de vacature | Organisatie-eenheid | Through a lookup to the YouForce code |
Functie van de vacature | Functie (jobProfile) | Through a lookup table |
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