HR to ITSM
Peple to TOPdesk integration: persons and departments from Visma Peple in TOPdesk, with incidents for joiners and leavers
With an integration between Visma Peple (Visma.net HRM & Payroll) and TOPdesk, every employee from Peple is a person in TOPdesk, with the department, job and manager of their main contract, and KoppelHet creates an incident or change for the right operator group on a new contract, transfer or the end of the last contract. Peple delivers the data through exports that run in the background, so a new employee appears in TOPdesk within a few hours.
What the integration does
Organisations that run HR and payroll in Peple and have a service desk in TOPdesk often receive new employees through a form or a list from HR. Anyone with several contracts, for example at two locations, then sits in TOPdesk under the department of the first contract, and leavers remain as callers.
- HR records an employee with a contract in Peple.
- KoppelHet starts an export of what has changed since the previous run, fetches the result once Peple has it ready, and determines the main contract per employee.
- New organisational units first become departments in TOPdesk; the person with job and manager follows.
- Within the agreed lead time before the start date KoppelHet creates the onboarding incident for the department's operator group.
- On the end date of the last contract the offboarding incident follows a week ahead; afterwards the person is archived.
What to watch for with Visma Peple and TOPdesk
- Peple delivers data through an export job that runs in the background; KoppelHet fetches the result when it is ready. For TOPdesk that is well in time, because the onboarding incident should come weeks before the start date; synchronising by the minute is not needed here.
- Peple only allows two full exports per day per part. After the initial load KoppelHet only requests changes since the previous run, so one full export remains to compare TOPdesk at night.
- A company-level change in Peple can return all employees of that company as changed. KoppelHet compares each field with the person card in TOPdesk and only writes real differences, so the card's history does not fill up and no incidents appear without reason.
- Department, job and manager belong to the contract in Peple, and an employee can have several contracts. KoppelHet fills the person card from the main contract and only archives the person after the end date of the last contract; an extra contract at another location becomes a change incident.
- A contract holds the manager as a Peple user, not as an employee number. KoppelHet looks up the matching employee through the user overview and sets their TOPdesk person card as manager, so approvals in the self-service portal reach them.
- When a contract is deleted in Peple, the export returns a row with only keys and empty values. KoppelHet treats that as a lapsed contract and does not clear any person card in TOPdesk.
- Private address, phone number and BSN require separate rights in Peple. KoppelHet does not request them, so the private data tab in TOPdesk stays empty.
This integration is also part of joiner, mover, leaver.
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
Why does a new employee not appear in TOPdesk within a minute?
Peple delivers data through exports that run in the background and limits the number of full exports per day. Within a few hours is well in time for an onboarding incident that comes weeks ahead.
Do BSN or private data go to TOPdesk?
No. The integration requests no rights in Peple for contact, address or tax data.
What do we need to arrange in Peple?
Access for KoppelHet to your tenant's Reporting API, with only the scopes for employees, contracts, units and users.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Peple is read through the Visma.net HRM & Payroll Reporting API with Visma Connect (client credentials, per tenant) and the scopes for employees, contracts, organisational units and users. Exports through POST /v1/command/nl/hrm/{employees, contracts, organization/units, users}, retrieval through GET /v1/query/nl/hrm/.../{jobId}; incremental with changeTimestampAfter. Two full exports per endpoint per tenant per 24 hours; during maintenance 503 with Retry-After.
- TOPdesk is written through the REST API with an application password of an operator with only the necessary rights (Supporting Files for persons and departments, prefixes at most 10 characters). Departments get an external link with the code from Peple.
- Tickets through POST /tas/api/incidents (callerLookup, briefDescription, request, category, operatorGroup, targetDate and externalNumber) or POST /tas/api/operatorChanges from a template (template and requester). KoppelHet stores per employee which incident was created per event.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Peple | Field in TOPdesk | Notes |
|---|---|---|
employeeid | employeeNumber | Fixed key |
Roepnaam | firstName | |
Voorvoegsel en achternaam volgens naamgebruik | prefixes en surName | |
businessemailaddress | email | |
functionname van het hoofdcontract | jobTitle | |
orgunitname van het hoofdcontract | department | |
manageruserid via het gebruikersoverzicht | manager | |
Nieuw contract, overplaatsing of vertrek | Melding (incidents) of wijziging uit sjabloon (operatorChanges) | |
Begin- of einddatum contract | targetDate | |
enddate van het laatste contract | Archiveren van de persoon |
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