Recruitment to HR
Teamtailor to Darwinbox integration: hired candidates as new employees in Darwinbox
With an integration between Teamtailor and Darwinbox, a hired candidate from Teamtailor becomes a new employee in Darwinbox, with designation code, office location and CV. KoppelHet first sets the starter up as a pending employee and only activates them after HR's review.
What the integration does
Organisations that recruit internationally in Teamtailor and use Darwinbox as their HR system retype every hire into Darwinbox. Designation code and office location must match Darwinbox's master data, so recruiters look them up by hand for every hire.
- The recruiter moves the candidate to Hired and fills in start date, date of birth and gender.
- KoppelHet reads candidate, job and offer and looks up designation code and office location in the Darwinbox master data.
- Darwinbox receives a pending employee with dates in day-month-year.
- The CV goes zipped as a standard document to the new employee.
- After HR's review KoppelHet activates the employee on the internal user id.
What to watch for with Teamtailor and Darwinbox
- A job title in Teamtailor is not a designation code in Darwinbox. KoppelHet uses a lookup table from job to designation code that HR maintains, so a job like Senior Developer NL gets the right code.
- The employee type must exactly match an existing value in Darwinbox. KoppelHet gives the recruiter a dropdown in Teamtailor with exactly those values, instead of a free text field where a typo blocks the hire.
- Through the API Darwinbox first creates a new employee as a pending employee; activating is a separate step on the internal user id. KoppelHet keeps that id with the candidate and only activates once HR approves, so a withdrawn offer never becomes an active employee.
- Darwinbox expects dates as day-month-year, Teamtailor provides them in ISO format. KoppelHet converts start date and date of birth, so an American or European date format does not swap day and month.
- A document for Darwinbox must be zipped and supplied as base64, with a fixed document type. KoppelHet packs the CV from Teamtailor that way and adds it as resume to the employee.
- Darwinbox only opens API access on request, with a separate key per endpoint. KoppelHet only requests the keys for creating, activating, documents and master 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
Does the BSN come along?
No. A BSN does not belong in the recruitment system; HR adds it in Darwinbox.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Teamtailor through the company webhook job_application.update on a stage of type hired (HMAC SHA-256 in TT-Signature) and the Teamtailor API (job-applications, candidates, jobs with division and locations, job-offers, custom-field-values and the CV), with the X-Api-Version header.
- Darwinbox through the Employee Core inbound APIs with basic auth plus an api_key per endpoint - POST importapi/add (Firstname, Lastname, Email, Date of Joining, Date of Birth, Employee Type, Designation Code, Office Location Work Area Code, Gender, Selfservice), POST importapi/activate with user_ids and POST Employeedocs/StandardDoc (type resume, zip as base64). Master data through orgmasterapi/designationlist and officelocationlist.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Teamtailor | Field in Darwinbox | Notes |
|---|---|---|
first-name, last-name, email | Firstname, Lastname, Email | |
Startdatum uit aanbod of onboarding | Date of Joining | DD-MM-YYYY |
Custom field geboortedatum | Date of Birth | |
Custom field geslacht | Gender | |
Vacature (titel, division) | Designation Code | Lookup table |
Vacaturelocatie | Office Location Work Area Code | |
Custom field contractsoort | Employee Type | |
Cv van de kandidaat | Standaarddocument type resume |
Related
Teamtailor → ADP Workforce Now
Teamtailor to ADP Workforce Now integration: hired candidates as in-progress hires
Teamtailor → AFAS Profit
Teamtailor to AFAS integration: hired candidates straight in as new employees
Teamtailor → BambooHR
Teamtailor to BambooHR integration: hired candidates as employees in BambooHR
Teamtailor → BuddeeHR
Teamtailor to BuddeeHR integration: hired candidate as a new employee in BuddeeHR