Recruitment to HR
Ubeeo to AFAS integration: hired candidate on to AFAS, at the right employer
With an integration between Ubeeo and AFAS Profit, the details of a candidate hired in Ubeeo go to AFAS automatically, so HR does not have to retype the new employee. KoppelHet determines the employer per department, recognises former employees and keeps departments and managers from AFAS current in Ubeeo.
What the integration does
Organisations that recruit through Ubeeo and work with several employers in AFAS retype hired candidates into AFAS and decide by hand which employer they belong to. Returning former employees then appear twice in AFAS, and vacancies are linked to managers who have already left.
- Departments and managers from AFAS are kept current in Ubeeo, so every vacancy and approval sits with the right manager.
- The recruiter marks the applicant as hired.
- KoppelHet determines from the department which employer in AFAS the candidate belongs to.
- If the candidate was in AFAS before, onboarding starts with the existing employee; otherwise as a new employee.
- HR checks in AFAS, completes what only HR knows and finishes the onboarding.
Back: Organisational units and managers from AFAS
What to watch for with Ubeeo and AFAS Profit
- The old AFAS token expires on 31 August 2027. KoppelHet works with OAuth in its own app connector, so the integration keeps working after that date.
- AFAS has replaced the old hiring function with the onboarding process. An integration that still creates an employee the old way skips HR's checks; KoppelHet always starts the onboarding.
- Only hired candidates go to AFAS. Rejected applicants stay in Ubeeo, where the retention period for applicants applies.
- Ubeeo works with vacancies per department or store, AFAS with organisational units per employer. With several employers we record per department which employer it belongs to, so onboarding starts with the right employer straight away.
- KoppelHet gets its own app connector in AFAS with only the permissions this integration needs. It can be revoked separately from other integrations.
- If a former employee returns through Ubeeo, they already exist in AFAS. KoppelHet then passes the employee number (EmId) to the onboarding, so AFAS starts the hire on the existing employee instead of creating a second person.
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
Do rejected applicants go to AFAS too?
No. Only hired candidates. Rejected applicants stay in Ubeeo.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Ubeeo publishes no public API documentation. The connection on the Ubeeo side is agreed with Ubeeo.
- AFAS is written through the HrOnboarding UpdateConnector; for an existing employee the employee number (EmId) is passed. Organisational units and managers are read with a dedicated GetConnector in its own app connector, with OAuth.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Ubeeo | Field in AFAS Profit | Notes |
|---|---|---|
Voornaam, tussenvoegsel, achternaam | Voornaam, voorvoegsel, achternaam | |
E-mail en telefoon | E-mail privé en telefoon privé | |
Geboortedatum | Geboortedatum | Used with name to find a former employee |
Startdatum | Datum in dienst | |
Functie van de vacature | Functie | |
Afdeling van de vacature | Organisatorische eenheid en werkgever | The department determines the employer |
Uren per week | Rooster |
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