Recruitment to HR
Teamtailor to Visma YouServe integration: hired application straight to YouServe HR administration
With an integration between Teamtailor and Visma YouServe, an application marked Hired in Teamtailor goes to YouServe automatically as a new employee, with the data from the candidate, the accepted offer and the job. HR no longer retypes the hire, and KoppelHet checks that YouServe has processed it.
What the integration does
Employers that recruit in Teamtailor and have HR administration and payroll with Visma YouServe now email a hired candidate's details to YouServe after a manager has marked them as Hired. With many hires at once that runs days behind.
- The hiring manager or recruiter marks the application as Hired, after the candidate has accepted the offer.
- Teamtailor reports the change; KoppelHet fetches candidate, offer and job.
- The location and department of the job decide where the employee lands in YouServe.
- KoppelHet submits the new employee to YouServe and follows processing.
- If it fails, HR sees the reason in the KoppelHet platform.
What to watch for with Teamtailor and Visma YouServe
- In Teamtailor a hire belongs to an application, and one candidate can apply to several jobs. YouServe asks for a fixed candidate number from the recruiting system. KoppelHet uses the number of the hired application, so each hire reaches YouServe once, with the right job.
- A job in Teamtailor has a location, and for a new candidate YouServe has an establishment unit next to the department. KoppelHet translates each Teamtailor location to the establishment unit in YouServe, so someone hired for a given location also belongs to that establishment unit in YouServe.
- Teamtailor does not always ask for a phone number when applying, while YouServe requires at least one. KoppelHet checks this at the hire and reports a missing number, so the recruiter adds it before the candidate starts.
- Start date and salary sit in Teamtailor in the offer. KoppelHet only takes an accepted offer along. Once a candidate has been submitted to YouServe, the integration does not withdraw it; an offer that is still open therefore does not go along.
- Teamtailor reports every change to an application, not just the hire. YouServe processes every submission as a new hire. KoppelHet therefore only reacts to the first move to a stage of the type Hired, and does not send the same application a second time.
- YouServe only accepts a hire once background processing has finished, and does not report a rejection to the recruiter. KoppelHet follows the status and puts a rejected hire with the reason in the KoppelHet platform.
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
Can hiring managers hire on their own without HR?
Yes, if you have set it up that way in Teamtailor. In YouServe the process you choose then starts, for example a check by HR before the contract is ready.
Does this work for seasonal staff too?
Yes. Contract type and end date go along in a free field. Whether that automatically leads to a temporary contract in YouServe depends on your setup.
What if the offer is withdrawn after the hire?
KoppelHet then reports it to HR. HR or the payroll service reverses the hire in YouServe themselves.
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 company webhooks (job_application.update on a stage of the type hired, with TT-Signature header) and the Teamtailor API (job-applications, candidates, jobs with department and location, job-offers with status accepted). API key with Admin scope and read-only access; X-Api-Version header with a date.
- YouServe through the API for recruiting systems (POST recruiting/v1.0/candidates, asynchronous with processId; status per process or filtered on status and creation date). Fields include candidateID, personal details, phone numbers, private email, hireDate, organizationalUnit, jobProfile, establishment unit and hours.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Teamtailor | Field in Visma YouServe | Notes |
|---|---|---|
id (job application) | candidateID | |
first-name, last-name | Voornamen, voorvoegsel, achternaam | |
email | emailAddress (privé) | |
phone | PhoneNumbers | At least one mandatory in YouServe |
Aanbod: start-date (details) | hireDate | |
department (vacature) | organizationalUnit | Through a lookup table |
location (vacature) | Vestiging (establishment unit) | |
role of custom field | jobProfile | |
Uren per week (custom field) | Uren |
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