Recruitment to HR
Teamtailor to Unit4 HR integration: hired candidates as employees in Unit4 ERPx, with company and position
With an integration between Teamtailor and Unit4 HR (Unit4 ERPx), a candidate hired in Teamtailor automatically becomes an employee in Unit4, in the right company, with the start date from the accepted offer and an employment on the vacancy's position. Unit4 first checks the entry without saving, and the employee number Unit4 issues comes back to the candidate in Teamtailor.
What the integration does
Organisations that recruit in Teamtailor and run HR, finance and projects in Unit4 retype every hired candidate in Unit4. Until that happens, the new colleague cannot be assigned to projects or log hours, and with several companies in one Unit4 environment HR sometimes picks the wrong company.
- The recruiter marks the application as hired; the candidate has accepted the offer.
- KoppelHet fetches candidate, job and offer and determines company and position from the job.
- Unit4 checks the new employee without saving; on an error HR gets a notification with the reason.
- If the check passes, KoppelHet creates the employee with employment; if approval is switched on, it waits in Unit4 for an approver.
- The employee number from Unit4 goes into a custom field on the candidate in Teamtailor.
What to watch for with Teamtailor and Unit4 HR
- In Teamtailor a hire belongs to an application, not to the person. A candidate who applied for two jobs therefore becomes one employee in Unit4, with the position of the job they were hired for.
- Unit4 can check a new employee without saving, and cannot really delete a saved employee, only terminate it. KoppelHet therefore has each hire checked first, so a typo in Teamtailor does not remain in Unit4 as a terminated employee.
- Start date and terms sit in the offer in Teamtailor. KoppelHet only takes an accepted offer, and the start date of an employment cannot simply be moved later in Unit4. If the start moves after the hire, HR gets a notification instead of an automatic change.
- A Unit4 environment often contains several companies, while Teamtailor only has departments and locations. Per combination of department and location we record which Unit4 company the employee goes to; a job without that choice stops with a notification to HR.
- In Unit4 an employment belongs to a position, and thereby to a cost centre on which project hours are booked. Per job in Teamtailor we record the position, so the new colleague can log time on the right projects from day one.
- With automatic numbering Unit4 issues the employee number itself. KoppelHet puts that number in a custom field on the candidate in Teamtailor, so recruiter and HR see the same number and a second hire of the same person is recognised.
- If approval of new employees is switched on in Unit4, Unit4 saves the employee but the data waits for an approver. KoppelHet reports that to HR as pending, not as an error, so nobody enters the hire twice.
- Direct notifications are an extra feature in Teamtailor that an administrator switches on. KoppelHet checks the signature on each notification, and only then creates an employee in Unit4.
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 salary go to Unit4?
Not by default. HR records pay and grading in Unit4; that can follow later as an extension.
What happens to hires for a foreign location?
Only jobs with a recorded Unit4 company go to Unit4. Other hires stay outside the integration.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Teamtailor through company webhooks (add-on, switched on by a Company Admin; job_application.update on a stage of the hired type, with TT-Signature header) and the Teamtailor API (job-applications, candidates, jobs, job-offers with status accepted and start-date in details, custom-field-values for the employee number).
- Unit4 ERPx through the Employees API with client ID and client secret. POST /v1/employees/validate, then POST /v1/employees with companyId, nameInformation, contactPoints, personnelType and employments (positionId, startDate). Without personId and with automatic numbering Unit4 returns personId (201); with an active workflow 202 follows with the fields awaiting approval; a duplicate personId gives 409.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Teamtailor | Field in Unit4 HR | Notes |
|---|---|---|
first-name | nameInformation.firstName | |
last-name | nameInformation.surname | Prefix separately if Unit4 uses that field |
email en phone | contactPoints | |
Vacature: department en location | companyId | |
Vacature (positie per vacature vastgelegd) | employments.positionId | |
Aanbod: start-date (details) | employments.startDate | |
Soort dienstverband (custom field) | personnelType | |
personId (antwoord van Unit4) | Eigen veld personeelsnummer bij de kandidaat |
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