HR to ERP
Talentech to Exact Online integration: Dutch employees from PeopleCore compared with Exact every day
With an integration between Talentech and Exact Online, KoppelHet compares the employees of the Dutch legal entity in Talentech PeopleCore with the employees in Exact every day. Because Exact Online only lets an integration read employees, the administrator gets new employees, leavers and department changes on a worklist, with dates and manager.
What the integration does
Organisations with HR in Talentech and a Dutch entity that books in Exact Online only hear about a new colleague when the first expense claim or timesheet gets stuck. Leavers stay active in Exact, and departments drift apart between the two systems.
- Every morning KoppelHet reads the employees, positions, contracts and resignation applications from PeopleCore.
- Through the position KoppelHet determines who belongs to the Dutch entity, and compares them with Exact.
- Differences go on the worklist, with department, manager and dates.
- After the change in Exact KoppelHet writes the Exact number back to Talentech and the line disappears.
What to watch for with Talentech and Exact Online
- In Talentech PeopleCore the legal entity does not hang on the employee but on their position, just like the department. KoppelHet therefore reads the positions and determines through the position's entity who belongs in the Dutch Exact division. Colleagues in other countries stay out of the comparison.
- A position change in Talentech ends the current contract and starts a new contract on the new position. Without recognition the worklist would show a departure and a new employee. KoppelHet spots that pair and makes it one line: the same employee, a different department from the new start date.
- The PeopleCore API cannot filter employees on modification date. Exact Online has limits per minute and per day per division. KoppelHet therefore reads Talentech in full once a day, and Exact in one go per comparison, instead of asking back and forth per employee.
- A resignation application in Talentech has a resignation date, a last working day and an employment end date. For the EndDate in Exact the employment end date counts. KoppelHet puts that date on the worklist, with the last working day added as a note for expense claims.
- Talentech can store identifiers from other systems per employee. Once the administrator has created an employee in Exact, KoppelHet writes the Exact number back there. At the next comparison KoppelHet then matches on that number, even if the name or work email changes later.
- Departments in PeopleCore have a parent department, and Exact departments can only be read through the API. Finance records which Talentech department belongs to which Exact department. A new department in Talentech without a rule becomes an alert, instead of an employee on an unknown department.
- A profile that is still a draft in Talentech is not finished yet. KoppelHet does not put such an employee on the worklist. Only once HR completes the profile does the line appear, so the Exact administrator does not start with half the data.
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
Do cost centres go to Exact?
We saw no cost centres in the PeopleCore API. The integration therefore compares departments; cost centres can be added later as an extension if the customer keeps them in a custom field.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Talentech PeopleCore API (api.talentech.io/peoplecore) with a JWT from the token service (client credentials) and scopes per area: peoplecore-employees:read and :write, peoplecore-positions:read, peoplecore-contracts:read, peoplecore-resignations:read and peoplecore-organization:read. GET /v1/Employees (isDrafted, externalSystemIdentifiers, no filter on modification date), /v1/Positions (organizationInformation with legalEntityId, departmentId, jobTitle and superiorPositionId), /v1/Departments (parentId, metadata.changedDate), /v1/Contracts and /v1/EmployeeResignApplications (lastDayOfWork, employmentEndDate). Exact number back through PUT /v1/Employees/{employeeId}/externalSystemIdentifiers.
- Exact Online through the REST API with OAuth, per division. payroll/Employees (Code, BusinessEmail, StartDate, EndDate, Manager in the same division and not a subordinate) and hrm/Departments (Code, Costcenter) GET only. Employees is in Payroll, Time & Billing and Professional Services (Plus, Professional and Premium). API limits per minute and per day per division.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Talentech | Field in Exact Online | Notes |
|---|---|---|
positions.organizationInformation.legalEntityId | Filter en Division | Only the Dutch entity |
externalSystemIdentifiers (Exact) | Employees.Code (vergelijking) | |
positions.organizationInformation.departmentId | Departments.Code (vergelijking) | Through a table |
superiorPositionId (werkmail van die medewerker) | Employees.Manager | Looked up as an Exact user in the same division |
contracts.startDate | Employees.StartDate (vergelijking) | |
employeeResignApplications.employmentEndDate | Employees.EndDate (vergelijking) |
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