HHRecruitment to HR
Teamtailor to Hailey HR integration: hired candidates with start date, team and title in Hailey
With an integration between Teamtailor and Hailey HR, a hired candidate from Teamtailor arrives in Hailey as an employee, with company email, start date, legal entity, department, location, team, title, manager and the signed contract. KoppelHet creates the employee complete straight away, so the manager only needs to check.
What the integration does
Organisations that recruit in Teamtailor and use Hailey HR enter hired candidates in Hailey by hand. The manager then fills in start date, department, team and title themselves.
- The recruiter moves the candidate to the hired stage in Teamtailor.
- KoppelHet retrieves candidate, job, offer and onboarding, with the work email and start date.
- Department, role and location from Teamtailor are translated to entity, department, teams and titles in Hailey.
- KoppelHet creates the employee in Hailey and puts the signed contract in the chosen folder.
- The salary from the offer becomes a task for HR.
What to watch for with Teamtailor and Hailey HR
- Creating a new employee directly in Hailey requires a company email and a start date. KoppelHet takes both from the onboarding and the offer in Teamtailor.
- KoppelHet reacts to every stage of the hired type, so a new job does not silently fall outside the integration.
- Teams and titles are lists in Hailey, while a job in Teamtailor has one department and one role. KoppelHet translates the department to one or more teams and the role to a title, according to a table HR maintains.
- The salary in a Teamtailor offer is free text, and the Hailey API can only fetch salaries. KoppelHet therefore does not put the salary in Hailey itself; HR gets a task with the amount from the offer.
- A document in Hailey may be at most 30 MB, and uploading requires the Edit or Upload right per folder. KoppelHet puts the signed contract from Teamtailor in a fixed folder and gives the integration user upload rights for that folder only.
- The Hailey API works with a personal access token that is valid for one year, and what the integration may do depends on that user's rights on the master data. KoppelHet extends the token before it expires, so hires from Teamtailor do not quietly stall after a year.
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
What if there is no work email yet?
Then KoppelHet holds the hire and asks IT or HR to add the address in Teamtailor's onboarding. Hailey does not create an employee without a company email.
What about audit logging, GDPR and our integration platform?
You are the controller and KoppelHet is the processor, under a data processing agreement. Only hired candidates go to Hailey, and every action is in the audit logging. An existing integration platform is left alone.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- KoppelHet reads Teamtailor through the company webhook job_application.update (TT-Signature) and the Teamtailor API (job-applications, candidates, jobs with department, role, division and locations, departments with manager, job-offers with status accepted and details.start-date, onboardings with work-email).
- To Hailey through the Hailey HR API v1 with a personal access token (valid for one year, extended with POST /PersonalAccessToken/Extend). POST /Employee (required firstName, lastName, companyEmail, startDate; further legalEntityId, departmentId, locationId, reportsToEmployeeId, teamIds, titleIds) and POST /EmployeeDocuments/{employeeId}?folderId.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Teamtailor | Field in Hailey HR | Notes |
|---|---|---|
first-name en last-name | firstName en lastName | |
work-email (onboarding) | companyEmail | Required in Hailey |
start-date uit het aanbod of de onboarding | startDate | Required in Hailey |
division of location van de vacature | legalEntityId | |
department van de vacature | departmentId en teamIds | |
role van de vacature | titleIds | |
location van de vacature | locationId | |
manager van de afdeling | reportsToEmployeeId | |
Getekend contract | EmployeeDocuments met folderId |
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