X4HR to ITSM
YouForce to Xurrent integration: people, departments with their manager and requests from a template
With an integration between Visma Raet YouForce and Xurrent, every employee from YouForce is a person in Xurrent, in their department's organisation, and each department gets the same manager as in YouForce. On a hire, transfer or departure KoppelHet creates a request from your Xurrent template, so the tasks for IT and facilities start automatically.
What the integration does
Organisations that record their staff in YouForce and run their ICT and facilities service desk in Xurrent often fill Xurrent with a periodic import by email address. Without an integration approvals for new software still go to a manager who has been running another department for months.
- HR records a hire in YouForce. As soon as it is processed, KoppelHet sees the new employee.
- If the employee has a work email, KoppelHet creates the person in Xurrent, in their department's organisation.
- A request is created from the onboarding template, for the new employee and with the start date as desired completion date.
- When a department in YouForce gets a new manager, they become manager of the organisation in Xurrent and of its employees.
- On the end date of the last employment a request is created from the offboarding template. After the last working day the person is disabled.
What to watch for with Visma Raet YouForce and Xurrent (4me)
- YouForce records the manager as a role on a department, and Xurrent has a manager on the organisation. The two fit each other. KoppelHet sets the role holder as manager of the organisation and of every person in it, so approvals reach the new manager straight after a change of team leader.
- Xurrent cannot store a person without an email address, while YouForce often processes a hire before ICT has created the account. KoppelHet prepares the person as soon as the work email is in YouForce, and flags it if that happens too close to the start date.
- An import in Xurrent that only matches on email address overwrites all fields of that person. If employees are already in Xurrent from such an import, KoppelHet links them once by email address, has the list checked and then uses the YouForce person number as key.
- An employee with two employments, for example at two locations, is one person in Xurrent in the organisation of their main employment. The end of one employment produces no offboarding request.
- With a temporary assignment an employee works at another location for a few months in YouForce, while their employment stays as it was. In Xurrent they belong to that location's organisation during those months, so their requests arrive there; after the assignment they move back, and no new onboarding request follows.
- Through the integration YouForce only provides what HR Core has already processed, and whether a record still exists says nothing about departure. KoppelHet only disables a person in Xurrent after the end date of their last employment, never because a record is missing.
- Interns, on-call staff and permanent employees each have their own type of relationship in YouForce. KoppelHet chooses a different Xurrent template per type, so an on-call worker gets an account without a laptop being prepared.
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 our monthly import stay?
It is then no longer needed. After the one-off link by email address KoppelHet maintains people and organisations; an import alongside would overwrite fields again.
Do citizen service numbers or salary data go to Xurrent?
No. The integration only has the basic data scope in YouForce.
Do existing employees get a request at go-live?
No. The first run puts people, organisations and managers right. Requests only follow from new events in YouForce.
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), on 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.
- Xurrent is written through the REST API with an OAuth token and the X-Xurrent-Account header. People through /people (primary_email required, employeeID, job_title, organization, manager, disabled, source and sourceID), organisations through /organizations (parent, business_unit, manager). Requests through POST /requests with requested_for, subject, category, team and template, plus desired_completion_at and custom_fields for the template's UI extension.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in Xurrent (4me) | Notes |
|---|---|---|
Persoonsnummer | employeeID en sourceID (source YouForce) | Fixed key |
Roepnaam, voorvoegsel en achternaam | name | |
Zakelijk e-mailadres | primary_email | Required in Xurrent; without a work email the person waits |
Functie (job profile) | job_title | |
Werkgever | organization met business_unit | |
Organisatie-eenheid | organization (parent is de bovenliggende eenheid) | |
Leidinggevende rol op de organisatie-eenheid | manager van organization en van person | |
Indiensttreding, overplaatsing of vertrek | Request met template, requested_for en desired_completion_at | |
Einddatum laatste dienstverband | disabled = true |
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