Recruitment to HR
Teamtailor to Zoho People integration: hired candidates as a record in the Zoho People employee form
With an integration between Teamtailor and Zoho People, a hired candidate from Teamtailor arrives as a new record in the Zoho People employee form, with employee ID, name, work email, start date, department, designation and manager. Whether the starter gets an invitation to Zoho People straight away or is first created as a profile only is agreed per organisation.
What the integration does
Organisations that recruit in Teamtailor and use Zoho People for HR lack a ready-made connection, because Zoho People mainly connects to Zoho Recruit. HR re-enters every hire, picks an employee ID and looks up department and manager in Zoho People.
- The recruiter moves the candidate to the hired stage in Teamtailor.
- KoppelHet retrieves candidate, job, offer and onboarding.
- KoppelHet assigns an employee ID from HR's series and looks up department and manager in Zoho People.
- KoppelHet adds the record to the employee form, as a user or as a profile.
- The new record ID goes back to a custom field on the candidate in Teamtailor.
What to watch for with Teamtailor and Zoho People
- Zoho People requires an employee ID, first name, last name and email for every new record. Teamtailor has no employee ID, so KoppelHet issues one from HR's series and writes the number back to a custom field on the candidate in Teamtailor.
- Without extra settings Zoho People creates the employee as inactive and sends an invitation straight away. With Teamtailor's onboarding the starter also already gets a welcome message. If the start date is far off, KoppelHet first creates a profile only in Zoho People, without a login.
- Zoho only lists the right to add employees through the API for standalone Zoho People. If the organisation runs Zoho People within Zoho One or People Plus, KoppelHet first tests whether adding works, before we commit to the integration.
- Teamtailor runs on an EU or a North American stack with its own API address, and Zoho People sits in its own data centre, such as zoho.eu. KoppelHet uses the address of the environment where the organisation's data is held on both sides, so no personal data crosses a border it does not need to.
- Department and manager are references to other records in Zoho People, while Teamtailor holds them as a name and a user. KoppelHet first looks up the department and the manager of the Teamtailor department in Zoho People and sets the reference.
- Zoho People blocks the API for five minutes after three hundred requests per minute, and Teamtailor allows fifty requests per ten seconds. With a group of starters KoppelHet spreads the calls, so no hire falls into a block.
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 this also work with our own fields in Zoho People?
Yes. The employee form is set up differently per organisation, so we go through the field names together at the start.
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 Zoho People, 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.
- Teamtailor through the company webhook job_application.update (TT-Signature) and the Teamtailor API on api.teamtailor.com or api.na.teamtailor.com (job-applications, candidates, jobs with department and role, departments with manager, job-offers with status accepted and details.start-date, onboardings with work-email; custom-field-values to write back the record ID, Admin key with write access).
- To Zoho People through POST /people/api/forms/json/employee/insertRecord with Authorization Zoho-oauthtoken and scope ZOHOPEOPLE.forms.CREATE. inputData with required EmployeeID, FirstName, LastName and EmailID; optional isNonUser, or isDirectAdd with password. Response with pkId. Threshold three hundred per minute, then five minutes of waiting.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Teamtailor | Field in Zoho People | Notes |
|---|---|---|
Reeks van HR | EmployeeID | Required in Zoho People |
first-name en last-name | FirstName en LastName | |
work-email (onboarding) | EmailID | Login address |
phone | Mobile | |
start-date uit het aanbod | Dateofjoining | |
department van de vacature | Department | Reference to an existing record |
role of title van de vacature | Designation | |
manager van de afdeling | Reporting_To |
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