FaRecruitment to HR
Workable to Factorial integration: hire with first contract and work email in Factorial
With an integration between Workable and Factorial, a candidate in the Workable Hired stage becomes a not yet invited employee in Factorial, with work email, legal entity and a first contract starting on the start date from the offer. Workable itself points to a Zapier automation that only passes on name, email, phone and address; KoppelHet builds it when contract and entity must be right straight away.
What the integration does
Organisations that recruit in Workable and have Factorial as their HR system often use the Zap that Workable recommends. The new colleague then is in Factorial, but with the private address as login and without contract, entity or start date. HR then completes that per hire.
- The recruiter moves the candidate to the Hired stage in Workable.
- KoppelHet fetches candidate, offer and job and checks that the offer has been accepted.
- The job's legal entity determines entity and full-time week in Factorial.
- KoppelHet creates the employee and the first contract in one go.
- HR checks the employee and sends the Factorial invitation.
What to watch for with Workable and Factorial
- Workable connects to Factorial through a Zap - the Updated Candidate Stage trigger in Workable and the Core - Create Employee action in Factorial. The Zap only carries full name, email, phone and address and only reacts to the Hired stage.
- Factorial wants the address the employee will log in with as email, not the private address. Workable only has the address someone applied with, so through the Zap a new colleague logs in with their private email. KoppelHet takes the work email from a variable in the offer.
- Through the Zap the candidate is in Factorial as an employee who has not been invited yet, and the admin fills in the rest. KoppelHet creates the employee together with the first contract, with the start date from the Workable offer as effective date, and also leaves the invitation to HR.
- Workable records a legal entity per job, Factorial asks for a company and a legal entity. Per Workable entity we record the Factorial IDs, so a hire for a Spanish branch does not end up at the Dutch BV.
- Factorial expects country and nationality as a two-letter code, such as ES or GB. The country of the Workable job comes along as a code; the candidate's address is free text and KoppelHet leaves it empty, so the employee fills it in.
- Part-time is stored in Factorial as a percentage in cents of a full-time week. A Workable offer has no hours field; we add a document variable for hours per week, and KoppelHet converts it against the entity's full-time week.
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 the new employee get an invitation from Factorial straight away?
No. HR sends the invitation once everything is right.
Does the salary from the offer come along?
Not in the first version. Factorial records pay separately on the contract; that can be added later as an extension.
Do we need Zapier?
Only for the route Workable describes. KoppelHet works directly with the APIs of Workable and Factorial.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Standard route - Zapier with trigger Updated Candidate Stage (Workable) and action Core - Create Employee (Factorial); fields full name, email, phone and address; employees arrive as uninvited employees.
- Custom work reads Workable through a subscription on candidate_moved with stage_slug hired and GET /candidates/:id, /jobs/:shortcode and /candidates/:id/offer (state; document_variables). Token with r_candidates and r_jobs.
- To Factorial through API version 2026-10-01, POST /resources/employees/employees/create_with_contract (required company_id, first_name, last_name and email as login email; further legal_entity_id, country, phone_number, contract_starts_on, contract_effective_on and contracts_working_time_percentage_in_cents). Sign-in with OAuth 2.0 or an API key.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workable | Field in Factorial | Notes |
|---|---|---|
firstname en lastname | first_name en last_name | |
Documentvariabele werkmail (aanbod) | email | The login address, not the candidate's private address |
phone | phone_number | |
document_variables start_date (aanbod) | contract_starts_on en contract_effective_on | |
Juridische entiteit (vacature) | company_id en legal_entity_id | Lookup table |
location.country_code (vacature) | country | Two-letter code |
Uren per week (aanbod) | contracts_working_time_percentage_in_cents | Converted against the entity's full-time week |
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