Recruitment to HR
Teamtailor to Yoobi integration: hired candidates as employees in Yoobi, ready for planning and hours
With an integration between Teamtailor and Yoobi, a candidate hired in Teamtailor automatically appears as an employee in Yoobi, with employee number, department, job title, start date from the accepted offer and the work email they sign in with. Project leads can schedule the new colleague before they start; only the contract hours are set by the Yoobi administrator, because Yoobi's API does not create contracts.
What the integration does
Organisations that keep projects, hours and planning in Yoobi and recruit in Teamtailor create every new colleague in Yoobi by hand. Until that happens, a project lead cannot schedule them, and if it only happens on the first working day, the colleague logs no hours that week.
- The recruiter marks the application as hired; the candidate has accepted the offer.
- KoppelHet fetches candidate, job and offer and determines the employee number as agreed with HR.
- The new colleague appears in Yoobi with department, job title, start date and login email.
- The Yoobi administrator gets a task to set the contract hours; after that the colleague can be scheduled.
What to watch for with Teamtailor and Yoobi
- Yoobi asks for an employee number for a new employee; Teamtailor has none. We agree whether HR fills in the number as a custom field in Teamtailor or KoppelHet picks the next free number, so it matches payroll later.
- Through the API Yoobi can only return contracts, not create them. Contract hours, which planning needs, therefore remain the Yoobi administrator's job; KoppelHet turns that into a task per hire with the start date included.
- Teamtailor already splits first and last name, but without a separate prefix, and Yoobi does have a field for it. KoppelHet extracts van, de or van der from the surname, so a colleague sits in the right alphabetical place in the Yoobi planning.
- The email in Teamtailor is the candidate's private address; in Yoobi the email address is the login. HR therefore puts the work address in a custom field at the hire, and without that address KoppelHet does not create the employee but notifies HR.
- KoppelHet also puts the departments that exist in Yoobi into Teamtailor through the Teamtailor API, so a recruiter cannot pick a department for a job that Yoobi does not know.
- Yoobi's API works directly on the production environment; there is no separate test environment. We therefore test with one test application and an API user that may only create and retrieve employees.
- Teamtailor and Yoobi both have a Zapier connection, but we found no ready-made template between the two. A home-made zap can work for a few hires a year; a fixed employee number and a check for duplicate employees need more.
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 we not build a zap in Zapier ourselves?
That works with few hires. If you want a fixed employee number, a check for duplicate employees and a notification when a work email is missing, you need more.
Are contract hours included?
No, Yoobi's API cannot create contracts. The administrator sets them; KoppelHet creates a task for it.
Does salary go to Yoobi?
No. Yoobi only gets what is needed for planning and hours.
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; job_application.update on a stage of the hired type, with TT-Signature header) and the Teamtailor API (job-applications, candidates, jobs with department, job-offers with status accepted and start-date in details, custom fields). Departments through the departments endpoints.
- To Yoobi through the Yoobi REST API (RAML and JSON), which is switched on per organisation. Separate API user with per-method rights, only creating and retrieving employees; contracts can only be retrieved through the API.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Teamtailor | Field in Yoobi | Notes |
|---|---|---|
first-name | Voornaam | |
last-name | Tussenvoegsel en achternaam | Teamtailor has no separate surname prefix |
Personeelsnummer (afspraak met HR) | Personeelsnummer | Mandatory in Yoobi |
Vacature: department | Afdeling | |
Vacature: role of custom field | Functie | |
Aanbod: start-date (details) | Startdatum | |
Zakelijk e-mailadres (custom field) | Gebruikers-e-mail |
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