Accounts in applications
YouForce to Somtoday integration: staff with work locations and leaving reason from YouForce to Somtoday
With an integration between Visma YouForce and Somtoday, every new employee from YouForce automatically appears as staff in Somtoday, with job, work locations as locations and start date. When YouForce has a discharge date with a reason, the staff member gets the same date and the matching leaving reason in Somtoday.
What the integration does
Education organisations that administer staff in YouForce and use Somtoday often create new teachers in Somtoday by hand once the appointment is final. The reason for leaving is recorded in YouForce, but in Somtoday the staff member remains without a leaving date.
- The school creates a role with the HRM Service right and an account for KoppelHet in Somtoday, and the customer authorises KoppelHet for the YouForce IAM API.
- HR processes the hire in YouForce, as today.
- KoppelHet fetches the changes and translates job profile, work locations and departure reason to Somtoday's tables.
- KoppelHet sends the complete staff record to Somtoday.
- On a departure the staff member gets the leaving date and reason.
What to watch for with Visma Raet YouForce and Somtoday
- An employment in YouForce has a list of work locations, and Somtoday has several locations per staff member with the first as main location. KoppelHet translates each work location to a Somtoday location and puts the employment's location first.
- YouForce records a reason with a departure, and Somtoday always wants a reason from its own table with a leaving date. KoppelHet translates the YouForce reason to a Somtoday reason, so the school can see in Somtoday why someone left.
- The YouForce IAM API only returns what HR Core has already processed and shows planned changes separately. KoppelHet only sends a new teacher to Somtoday once the employment is processed in YouForce, so no staff record is created for an appointment that may still be withdrawn.
- Somtoday expects the complete staff record on every change. The IAM API only returns records changed since the previous round; KoppelHet completes them with the stored person and employment data and then sends the whole.
- An employee can have more than one employment in YouForce, but in Somtoday they are one staff member. KoppelHet uses the person code as key and merges job and work locations of the employments; only when the last employment ends does the employee leave.
- Private data such as address and email fall under a separate scope in YouForce. Somtoday needs no address, so KoppelHet does not request that scope and keeps the integration to basic data.
- Somtoday asks for an abbreviation that is unique within the institution, and YouForce has no standard field for it. KoppelHet determines the abbreviation with the school's rule from initials and surname and checks beforehand that it is still free.
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
What happens to substitutes without an employment?
The IAM API only returns people who have or had an employment. Anyone not employed in YouForce remains manual work in Somtoday.
Can Somtoday send anything back to YouForce?
Not through this integration. The HRM web service works one way.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- YouForce through the Youforce IAM API (OAuth 2.0, scope Youforce-IAM:Get_Basic) - /v1.0/Persons (personCode, initials, knownAs, lastNamePrefix, lastName, gender, nameAssembleOrder), /v1.0/Employments (hireDate, dischargeDate, terminationReason, jobProfile, workLocations, locationCode), /v1.0/Employments/PlannedChanges and /v1.0/WorkLocations, with from on latestSync and paging with take and nextLink. We do not request Youforce-IAM:GetPrivateContactDetails.
- Somtoday through the HRM web service (SOAP, CreatePerson) with WS-Security, production https://oop.somtoday.nl/services/HRMService?wsdl and test oop.test.somtoday.nl. Jobs and leaving reasons must exist in the Somtoday tables (Beheer > Instelling).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in Somtoday | Notes |
|---|---|---|
personCode | externMedewerkerNummer | Key for updates |
knownAs, lastNamePrefix en lastName | voornaam en achternaam | Following nameAssembleOrder |
gender | geslacht (MAN, VROUW, ONBEKEND) | |
jobProfile | functie | Lookup table; must exist in Somtoday |
workLocations (code) | vestigingen | First is the main location |
hireDate | datumInDienst | |
dischargeDate en terminationReason | datumUitDienst en redenUitDienst |
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