Recruitment to HR
Workable to YouForce integration: an accepted offer becomes a hire request
With an integration between Workable and Visma Raet YouForce, a candidate with an accepted offer in Workable becomes a hire request in YouForce, with start date, job and organisational unit. HR in the Netherlands completes the request and picks scale and step, and a former employee gets a rehire request instead of a second person.
What the integration does
Organisations that recruit through Workable and run payroll in YouForce receive a PDF of the offer after every hire and retype the new colleague into YouForce. Former employees who return therefore sometimes appear twice in YouForce.
- The recruiter moves the candidate with an accepted offer to the hired stage in Workable.
- KoppelHet fetches the candidate and the offer and checks that the offer has been accepted.
- YouForce checks whether the candidate already has an employee number.
- In YouForce a hire or rehire request appears with start date, job and organisational unit.
- HR adds scale, step and BSN and completes the request.
What to watch for with Workable and Visma Raet YouForce
- YouForce does not let a recruitment system create an employee, but it does let it start a hire request. The hire from Workable becomes such a request, and HR keeps grading in the collective agreement in its own hands.
- YouForce can check whether a candidate already has an employee number. A former employee returning through Workable therefore gets a rehire request, and the history in YouForce stays with one person.
- Workable sends the candidate as they are at the moment of sending. KoppelHet fetches the offer separately and only queues a request when the offer has the accepted status.
- The salary in a Workable offer has an amount, a frequency and a currency. KoppelHet puts it into the request as an indication, so HR in YouForce sees which scale and step match the offer.
- Jobs and organisational units must exist in YouForce. YouForce releases both through the integration, and if a translation for a Workable department is missing, KoppelHet stops with a notification instead of guessing.
- KoppelHet only subscribes to the hired stage in Workable. Data of candidates still in interviews or rejected therefore never passes through the integration.
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
Is the new employee in YouForce straight away?
As a request yes. As an employee only after HR has completed the request.
Why is the date of birth needed?
To check in YouForce whether the candidate worked for you before. We therefore add a date of birth field in Workable.
What do we need to allow in YouForce?
That the integration may start hire requests and read jobs and organisational units.
What about the GDPR?
You are the controller and KoppelHet is the processor, under a data processing agreement. Only data of hired candidates goes to YouForce, and every action is in the audit logging.
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, signed with HMAC-SHA256 in X-Workable-Signature, and the API (/candidates/:id and /candidates/:id/offer with document_variables, salary with amount, frequency and currency_iso, and state). Token with read scopes only.
- YouForce is written through the Youforce Recruitment API. POST hires starts the self-service workflow (including rehire); the API checks for an existing employee number and provides jobs (jobProfiles) and organisational units. Authorisation in the Visma developer portal.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workable | Field in Visma Raet YouForce | Notes |
|---|---|---|
Kandidaat-ID | Kenmerk in de aanvraag | To recognise a second notification |
firstname en lastname | Voornaam, voorvoegsel en achternaam | |
Geboortedatum (vraag of eigen veld) | Geboortedatum | Needed for the check on an existing employee number |
email en phone | Privé e-mail en telefoon | |
Startdatum (document variable van het aanbod) | Datum in dienst | |
Salaris (amount, frequency, currency_iso) | Salaris in de aanvraag | As an indication; HR picks scale and step |
Afdeling van de vacature | Organisatie-eenheid | Through a lookup to the YouForce code |
Functie van de vacature | Functie (jobProfile) | Through a lookup table |
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