HR to ITSM
Talentech to TOPdesk integration: persons from PeopleCore with the position's location and department, and tickets at start and resignation
With an integration between Talentech and TOPdesk, every employee from Talentech PeopleCore becomes a person in TOPdesk, with the location, department and manager of their position, and the service desk gets a ticket for a new contract and for a resignation. KoppelHet compares PeopleCore with TOPdesk every hour, because the API sends no notifications about employees.
What the integration does
Organisations that use Talentech PeopleCore and handle IT in TOPdesk often tell the service desk by hand who starts and who leaves. On an internal move the position changes in Talentech, and with it the location and the manager, while TOPdesk keeps showing the old situation.
- HR creates an employee in PeopleCore and records a contract on a position with location and department.
- In the next hourly run KoppelHet sees the new contract and creates the person in TOPdesk.
- Four weeks before the contract's start date an onboarding ticket reaches the location's operator group.
- When someone changes position, the person in TOPdesk follows the new location, department and manager, with a change ticket.
- A resignation produces an offboarding ticket for the last working day. After the end of employment the person is archived.
What to watch for with Talentech and TOPdesk
- A resignation in Talentech has a last day of work and a separate end date of employment. KoppelHet sets the offboarding ticket on the last day of work, because that is when the colleague hands in their equipment, and only archives the person after the end date.
- Location, department and legal entity belong to the position in PeopleCore, not to the person. KoppelHet derives branch and department in TOPdesk from the position someone currently holds a contract on.
- A position transition in Talentech ends the current contract and starts a new contract on the new position. KoppelHet recognises that pair as a move and creates one change ticket, not an offboarding plus an onboarding ticket.
- The manager is not stored with the employee in PeopleCore, but as a superior position. KoppelHet looks up who holds a current contract on that position and sets that person as manager in TOPdesk. If the position is vacant, the previous manager remains and the service desk gets a note.
- An employee's id in PeopleCore is a 36-character uuid, and TOPdesk's employee number fits at most 20. KoppelHet gives every employee a short number and stores it in the external identifiers in Talentech, so both sides find each other.
- The PeopleCore API does not filter on change date and sends no notifications about employees. KoppelHet therefore fetches the lists every hour and compares them with the previous state, so only real changes produce a ticket in TOPdesk.
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
Talentech also has webhooks. Why compare every hour then?
The webhooks Talentech describes are about recruitment, such as applications and job postings. We have not found them for employees in PeopleCore. If they arrive, we switch.
Does the integration write anything back to Talentech?
Only the short employee number in the external identifiers. Otherwise the integration only reads.
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 and scopes peoplecore-employees:read, peoplecore-positions:read, peoplecore-contracts:read, peoplecore-organization:read and peoplecore-resignations:read. GET /v1/Employees, /v1/Positions (organizationInformation, superiorPositionId), /v1/Contracts, /v1/Locations, /v1/Departments and /v1/EmployeeResignApplications (resignationDate, lastDayOfWork, employmentEndDate). A position change runs through POST /v1/Contracts/{contractId}/PositionTransition. The short number is written back with PUT /v1/Employees/{employeeId}/externalSystemIdentifiers.
- TOPdesk is written through the TOPdesk REST API with an operator's application password: persons and branches through Supporting Files (employeeNumber at most 20 characters, archiving with a reason), incidents with POST /tas/api/incidents or changes with POST /tas/api/operatorChanges from a template.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Talentech | Field in TOPdesk | Notes |
|---|---|---|
Eigen kort nummer (in externalSystemIdentifiers) | employeeNumber | The Talentech id is a uuid and does not fit in 20 characters |
personalDetails.firstName en lastName | firstName en surName | |
businessEmail | email | |
position.organizationInformation.jobTitle | jobTitle | |
locationId (naam via /v1/Locations) | branch | |
departmentId (naam via /v1/Departments) | department | |
superiorPositionId (medewerker op die positie) | manager | |
resignation.lastDayOfWork | targetDate van de offboardingmelding | |
resignation.employmentEndDate | employmentTerminationDate en archiveren |
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