Recruitment to HR
Teamtailor to Loket integration: hired candidate as a concept at the right employer
With an integration between Teamtailor and Loket, a candidate hired in Teamtailor arrives in Loket as a concept employee, at the employer that belongs to the vacancy's division and with the new hire checklist started. Start date and work email from Teamtailor onboarding go along, so payroll only completes the Dutch payroll details.
What the integration does
Anyone recruiting in Teamtailor with payroll processed in Loket, often by a payroll bureau and across several employers, now passes new employees on as a list. The bureau retypes them and has to work out which employer each person belongs to.
- The recruiter moves the candidate in Teamtailor to the stage of the hired type.
- KoppelHet fetches the application with candidate, vacancy, division, offer and onboarding details.
- In Loket a concept employee appears at the employer of that division, with the new hire checklist started.
- Payroll completes BSN, payroll tax credit and collective agreement and converts the concept into an employee.
- If the candidate is rejected in Teamtailor later, payroll gets a notification.
What to watch for with Teamtailor and Loket
- Loket lets a new employee arrive as a concept first, with its own checklist. The hired candidate from Teamtailor arrives that way, and payroll checks everything before anyone is paid.
- Divisions in Teamtailor split vacancies over business units, and Loket works with employers. Per division we record which Loket employer the candidate belongs to, so a candidate does not end up at the wrong employer.
- With Teamtailor onboarding, start date and work email are already on the candidate. KoppelHet takes them over, so the concept in Loket has the right start date and the employee can sign in to self-service with their work address.
- Custom fields in Teamtailor have a fixed type. Date of birth becomes a date field and hours per week a number, so Loket does not reject a value entered as free text.
- After a recruitment day with many hires, many notifications arrive in a short time. Teamtailor limits the number of requests per short period, so KoppelHet spreads the fetching, so no hire gets lost.
- The BSN does not belong in Teamtailor. Payroll adds it in Loket during the checklist, before the concept becomes an employee.
- If a payroll bureau manages Loket, the bureau only grants the integration access to your employers. The bureau simply sees the new concepts appear in Loket, without a list by email.
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
Is a hired candidate in Loket as an employee straight away?
As a concept, yes. Only after the checklist and conversion by payroll are they included in the payroll run.
We do not use Teamtailor onboarding. Does it still work?
Yes. The start date then comes from the offer or from an extra field in Teamtailor.
Does this work if a payroll bureau manages Loket for us?
Yes. The bureau gives the integration access to your employers in Loket.
We already have an integration platform. Does this fit alongside it?
Yes. This integration runs on the KoppelHet platform and asks nothing of your existing integration platform. Every action is in the audit logging, so operations and audit know what happened.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Teamtailor is read through the job_application.update webhook to a stage of the hired type and the Teamtailor API (job-applications, candidates, jobs with division, job-offers and the onboarding add-on with start-date and work-email). Custom fields of type CustomField::Date and ::Number.
- Loket is written through the Loket REST API with OAuth - create a concept employee at the employer and initiate the new hire checklist workflow. Loket has an acceptance environment with test data.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Teamtailor | Field in Loket | Notes |
|---|---|---|
Kandidaat-ID | Vrij veld of personeelsnummer | To recognise a second notification |
first-name en last-name | Voornaam, voorvoegsel en achternaam | Split the name prefix |
Geboortedatum (custom field, datum) | Geboortedatum | |
Adres (custom fields) | Adres | |
Divisie van de vacature | Werkgever | Through a lookup table |
start-date (onboarding) | Begindatum dienstverband | |
work-email (onboarding) | Zakelijk e-mailadres | |
Uren per week (custom field, getal) | Arbeidstijd | |
Salaris en periode (job offer) | Loon per verloningsperiode |
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