HR to ITSM
YouForce SysAid integration: end users and requests from the Youforce IAM API
With an integration between Visma Raet YouForce and SysAid, every employee from YouForce is an end user in SysAid, with department, location, job title and manager, and KoppelHet creates a service record of type request for every new or ended employment. After the end date the end user is disabled, not deleted, so their history stays in SysAid.
What the integration does
Organisations with YouForce as their HR system and SysAid as service desk often put new employees into SysAid through a CSV import or by hand. The manager in SysAid is then no longer correct after a reorganisation, and approvals go to the wrong person.
- KoppelHet fetches the changes since the previous run from the Youforce IAM API.
- The manager per unit follows from the role assignments in YouForce.
- KoppelHet creates or updates the end user in SysAid, with department, location and manager, and puts it in the group of its unit.
- Within the agreed lead time before the start date, an onboarding request follows in the employee's name.
- An end date results in an offboarding request; after that date KoppelHet disables the end user.
What to watch for with Visma Raet YouForce and SysAid
- In YouForce the manager is not on the employee but is a role assignment on the organisational unit. KoppelHet looks up the manager of each employee's unit and sets it as managerId in SysAid; if someone manages that unit themselves, we look one level higher.
- SysAid does not store an employee number. KoppelHet records the YouForce personCode with each end user in its own administration, so a new email address after a name change updates the same user.
- A planned change in YouForce, such as a new unit from next month, only reaches SysAid on the effective date. Until that day the end user keeps their current manager, so approvals do not shift too early.
- Groups in SysAid can follow the YouForce organisational units. An end user who changes unit leaves the old group and joins the new one, so reports per department are correct.
- On an update SysAid demands the end user's current version number. If a service desk agent changes something at the same time, KoppelHet reads the user again and retries, instead of overwriting that change.
- A withdrawn hire briefly appears in the IAM API with isActive false. KoppelHet then disables the newly created end user and adds a note to the open onboarding request.
- The SysAid access token is valid for 24 hours by default and is requested with an administrator's application key. KoppelHet requests a new token every day, so an hourly run never hits an expired token.
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
Where does the manager in SysAid come from?
From the role assignments in YouForce: the manager of the employee's unit.
Are leavers deleted from SysAid?
No. Deleting is permanent in SysAid, so the integration disables the end user. Their service records are kept.
Can we pick a different support group per unit?
Yes. KoppelHet sets assignedGroup on the request based on the YouForce unit or location.
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 with the scope Youforce-IAM:Get_Basic (Persons, Employments, Employment Planned Changes, Organization Units, Role Assignments, Locations, Job Profiles), incrementally with from on latestSync. No GetPrivateContactDetails.
- SysAid through https://{account}.sysaidit.com/connect/v1 with an access token from POST /v1/access-tokens (clientId and clientSecret of an application key). End users with POST /end-users and PATCH /end-users/{id} (version required, isDisabled); groups with POST /end-users/{id}/groups (groupIds).
- Requests through POST /service-records with type request and data with title, description, requestUser, assignedGroup and dueDate, optionally with templateId. At most 1,000 calls per five minutes per account.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in SysAid | Notes |
|---|---|---|
Zakelijk e-mailadres | userName en userEmail | |
personCode | Bewaard in KoppelHet bij het SysAid-ID | SysAid has no employee number field |
Roepnaam | firstName | |
Achternaam volgens naamgebruik | lastName | At most 64 characters |
Functieprofiel | jobTitle | |
Organisatorische eenheid | departmentId | Lookup table |
Locatie | locationId | |
Leidinggevende (roltoewijzing) | managerId | |
Organisatorische eenheid | groupIds | Through POST /end-users/{id}/groups |
Einddatum dienstverband | isDisabled = true | |
Nieuw of beëindigd dienstverband | Service record type request met requestUser en dueDate |
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