Recruitment to HR
Workable to AFAS integration: a candidate in the hired stage starts onboarding in AFAS
With an integration between Workable and AFAS Profit, a candidate who moves to the hired stage in Workable starts the onboarding process in AFAS, with start date and salary from the accepted offer and the employer from the vacancy's legal entity. HR in AFAS completes the onboarding, without retyping data from Workable.
What the integration does
Organisations with several employers in AFAS Profit that recruit through Workable send the signed offer to HR after a hire, and HR enters the details in AFAS. Hourly wages and monthly salaries sometimes get mixed up along the way.
- The recruiter moves the candidate in Workable to the hired stage.
- Workable reports the candidate to KoppelHet, only for that stage.
- KoppelHet fetches the offer, with start date and salary with amount, frequency and currency, and the vacancy's legal entity.
- In AFAS the onboarding process starts at the employer of that entity, with job, organisational unit, start date and salary.
- HR in AFAS adds BSN and the Dutch details and completes the onboarding.
What to watch for with Workable and AFAS Profit
- A notification in Workable can be limited to one stage. KoppelHet only subscribes to the hired stage, so the integration sees no data of candidates still in interviews or rejected.
- The salary in a Workable offer has an amount, a frequency and a currency. KoppelHet derives from it whether it becomes an hourly wage or a fixed monthly salary in AFAS, so an hourly employee does not enter the run as a monthly employee.
- Workable has legal entities per account. Per entity we record the employer in AFAS, so a candidate lands at the right employer straight away.
- With a notification Workable sends the candidate as they are at that moment, not as at the moment of the stage change. KoppelHet therefore always fetches the offer separately and checks that it has been accepted before AFAS receives anything.
- AFAS has an entry that starts the onboarding process, which AFAS recommends over creating an applicant. HR thus keeps control and can reject a withdrawn offer in the AFAS workflow.
- An integration key in Workable only gets the rights chosen when it is created. We have a key created that may read candidates, offers and account data, and nothing else.
- Workable signs every notification with a secret key. KoppelHet checks that signature, so only genuine hires from your Workable account start an onboarding in AFAS.
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
What if a candidate is set to hired in Workable by mistake?
Without an accepted offer nothing happens in AFAS. If the offer has been accepted, HR can reject the onboarding in AFAS.
Do we still use Workable's own onboarding?
You can. The integration can then also wait until onboarding in Workable is completed, instead of starting at the hired stage.
What do we need to arrange in Workable?
An integration key with read rights on candidates, offers and account data. Your Workable administrator creates it once.
We already have an integration platform. Does this fit alongside it?
Yes. This integration runs on the KoppelHet platform and asks nothing of your existing integration platform. Every action is in the audit logging, so operations and audit know what happened.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workable is read through a subscription on candidate_moved with stage_slug hired (a target URL can only be registered once; acknowledge with 200), signed with HMAC-SHA256 in X-Workable-Signature. Then /candidates/:id, /candidates/:id/offer (document_variables, salary with amount, frequency and currency_iso; state accepted) and /legal_entities. Token with read scopes only (r_candidates, r_jobs, r_account).
- AFAS is written through the HrOnboarding UpdateConnector, which starts the onboarding process; AFAS recommends it over HrCreateApplicant. For an existing employee the employee number (EmId) is passed along.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workable | Field in AFAS Profit | Notes |
|---|---|---|
Kandidaat-ID | Kenmerk in het onboardingproces | To recognise a second notification |
firstname en lastname | Voornaam, voorvoegsel en achternaam | Split the name prefix |
email en phone | E-mail en telefoon privé | |
address | Adres | |
Startdatum (document variable van het aanbod) | Datum in dienst | |
Salaris (amount, frequency, currency_iso) | Salaris en soort salaris | Hourly wage or monthly salary according to the frequency |
Juridische entiteit van de vacature | Werkgever | Through a lookup table |
Afdeling van de vacature | Organisatorische eenheid | Through a lookup table |
Functie van de vacature | Functie | Through a lookup table |
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