HR to ITSM
Talentech to ServiceNow integration: users from PeopleCore and catalogue requests per contract and resignation
With an integration between Talentech and ServiceNow, every employee from Talentech PeopleCore becomes a user in ServiceNow, with location, department and entity of their position and their manager, and KoppelHet orders an onboarding item as soon as a future contract is in PeopleCore. A resignation application is followed by an offboarding item on the last working day, and after the end date the user becomes inactive.
What the integration does
Organisations that use Talentech PeopleCore for HR and ServiceNow for IT often only hear about a new colleague once the contract is already running. IT sees a move to another position as a departure plus a new employee, and a resignation arrives without a clear last working day.
- Every hour KoppelHet fetches employees, contracts, positions and resignation applications and compares them with the previous state.
- New or changed employees go to ServiceNow through an import set, with location, department and company of their position.
- For a future contract KoppelHet orders the onboarding item; on a position transition a change item.
- On a resignation application the offboarding item follows on the last working day; after the end date KoppelHet sets the user inactive.
What to watch for with Talentech and ServiceNow
- An employee in PeopleCore has a manager with their own ID, Talentech ID and position. KoppelHet sets that person as manager in ServiceNow, so approvals in the service catalogue reach the manager HR has recorded in Talentech.
- A contract in PeopleCore indicates whether it starts in the future. KoppelHet orders the onboarding item as soon as such a contract appears, with the start date as a variable, so the workplace is ready before the contract becomes active.
- A resignation application in Talentech has a resignation date, a last working day and an employment end date. KoppelHet targets the offboarding item at the last working day, because that is when laptop and badge come back, and only sets the user inactive after the end date.
- A position transition in PeopleCore ends the running contract and starts a new contract for the same person. KoppelHet recognises that pair and orders one change item with the new location and department, instead of an offboarding and an onboarding item.
- PeopleCore has draft employees and anonymised employees. KoppelHet skips drafts until they have a contract, and leaves a user in ServiceNow untouched when the employee has been anonymised in Talentech, so the history in ServiceNow is not overwritten with empty data.
- The PeopleCore API sends no notifications about employees and does not filter on change date. KoppelHet fetches the lists every hour and compares them with the previous state itself, so only real changes produce an import set or catalogue item in ServiceNow.
- Location, department and legal entity belong to the position in PeopleCore, not to the person. KoppelHet derives location, department and company in ServiceNow from the position the running contract is on.
This integration is also part of joiner, mover, leaver.
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
Does ServiceNow have a Talentech integration?
We found none. Talentech does offer SCIM for accounts, but that does not order catalogue items. KoppelHet builds on the APIs of both sides.
Why every hour and not immediately?
PeopleCore sends no notifications about employees. An hour is well in time for an onboarding that is ordered weeks ahead.
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 token from the token service and read-only scopes: peoplecore-employees:read, peoplecore-contracts:read, peoplecore-positions:read, peoplecore-organization:read and peoplecore-resignations:read. GET /v1/Employees (manager, businessContactInformation, isDrafted, anonymized, hasActiveResignation), /v1/Contracts (startDate, endDate, isActive, isForFuture, probationEndDate, positionId), /v1/Positions (organizationInformation with locationId, departmentId, legalEntityId), /v1/Locations, /v1/Departments, /v1/LegalEntities and /v1/EmployeeResignApplications (resignationDate, lastDayOfWork, employmentEndDate).
- ServiceNow through the Import Set API (insertMultiple with run_after for core_company, cmn_location and cmn_department before sys_user, coalesce on employee_number) and the Service Catalog API (order_now with sysparm_quantity, variables and sysparm_requested_for).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Talentech | Field in ServiceNow | Notes |
|---|---|---|
Employee id (uuid) | employee_number | Coalesce key |
personalDetails.firstName en lastName | first_name en last_name | |
businessContactInformation.businessEmail | email | |
manager.id | manager | |
organizationInformation.locationId | location (cmn_location) | |
organizationInformation.departmentId | department (cmn_department) | |
organizationInformation.legalEntityId | company (core_company) | |
Contract isForFuture en startDate | Onboardingitem | |
lastDayOfWork en employmentEndDate | Offboardingitem, daarna active op false |
Related
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Talentech to Active Directory integration: accounts in your own domain from PeopleCore
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Talentech to ADP iHCM integration: salaries and resignations from PeopleCore to Dutch ADP payroll
Talentech → AFAS Profit
Talentech to AFAS integration: employees, contracts and salaries from Talentech PeopleCore in AFAS