HaHR to ITSM
YouForce to HaloITSM integration: employees, heads of department and tickets from Visma Raet
With an integration between Visma Raet YouForce and HaloITSM, every employee with a processed employment in YouForce is a user in Halo, with the department from the org unit and the head of department marked, and IT gets a ticket on every hire, transfer and departure. After the last employment ends, the user becomes inactive in Halo.
What the integration does
Organisations that use YouForce for HR and payroll and HaloITSM for the service desk, including approvals by heads of department, keep track by hand in Halo of who is head of department. After a reorganisation, software requests go to the wrong approver for weeks.
- HR processes a new employment in YouForce.
- KoppelHet creates the user in Halo with name, job and department from the org unit of the main employment.
- An onboarding ticket is created in the new user's name, with the start date and the type of employment relationship.
- Whoever holds the manager role on a department in YouForce is marked as head of that department in Halo. On a transfer the user moves and a change ticket is created.
- When the last employment ends, an offboarding ticket is created and the user becomes inactive after the end date.
What to watch for with Visma Raet YouForce and HaloITSM
- YouForce does not record the manager on the employee but as a role on a department. Halo has a head-of-department flag per user. KoppelHet sets that flag from the role in YouForce, so approvals in Halo reach the new head after a reorganisation.
- Through the integration YouForce only returns what HR Core has already processed. An appointment still in the self-service workflow therefore produces no user and no ticket in Halo yet.
- An employee with two employments, for example at civil affairs and at the library, is one user in Halo. The department comes from the main employment, and the end of one employment does not trigger an offboarding ticket.
- Whether a record still exists in YouForce says nothing about departure. KoppelHet only sets a user to inactive in Halo after the end date of the last employment, and never because a record is missing.
- Interns, on-call workers and permanent employees each have their own type of employment relationship in YouForce. Each type gets its own ticket type in Halo, so an intern gets an account without a laptop being ordered.
- A temporary assignment in YouForce places someone in another department for a period without changing the employment. KoppelHet moves the Halo user for that period and moves them back on the end date, without a new onboarding ticket.
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
Can we first see which tickets would be created?
Yes. In test mode KoppelHet logs which users and tickets would be created, without creating anything in Halo. After that you switch the integration on.
Does the integration write anything back to YouForce?
No. The integration only gets read access in the Visma developer portal. Writing the email address back to YouForce can be added later as an extension.
Who are the heads of department in Halo after go-live?
Whoever holds the manager role on a department in YouForce. Differences from what the service desk now keeps by hand are listed for you in advance.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- YouForce is read through the Youforce IAM API with only the read scope for basic data (persons, employments and role assignments), with records whose latestSync is after the previous run. The isActive flag only says whether a record still exists in HR Core. Access per tenant through OAuth 2.0 client credentials in Visma Connect.
- Halo is written through the Halo REST API with an API application (client credentials). POST /Users with department, isheadofdept, title, site_id and customfields; inactive on departure. POST /Tickets with tickettype_id, user_id, summary and details. Without an id POST creates a new record, so KoppelHet first looks up through GET /Users with includeinactive. Rate limit 700 calls per 300 seconds per tenant.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in HaloITSM | Notes |
|---|---|---|
Persoonsnummer | Eigen veld personeelsnummer (customfields) | Key to find the Halo user again |
Roepnaam, voorvoegsel en achternaam | firstname en surname | |
Zakelijk e-mailadres | emailaddress | |
Functie (job profile) | title | |
Organisatie-eenheid van het hoofddienstverband | department | |
Leidinggevende rol op de organisatie-eenheid | isheadofdept | |
Soort arbeidsrelatie | tickettype_id van het onboardingticket | |
Begindatum dienstverband | Onboardingticket: user_id, summary, details | |
Einddatum laatste dienstverband | Offboardingticket, daarna inactive = true |
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