The three moments

Preparing the first working day from HR: laptop, badge and workplace

A joiner integration passes a hire from the HR system weeks in advance to everyone who has to prepare something: an onboarding ticket for IT and facilities in TOPdesk or Freshservice, a registration in Shuttel for the mobility card and an employee in Simplicate or Slack. KoppelHet builds this from HR2day, AFAS, Nmbrs, Personio and Workday, among others.

Last updated: 9 November 2026

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What it is

A good first working day takes work from several departments. IT orders the laptop, facilities prepare the badge and the workplace, and the new colleague has to be able to travel, log hours and find their team.

Without an integration HR emails IT, facilities and the manager, and everyone keeps their own list. If the email is late, the new colleague arrives without a laptop or badge.

How the integration handles it

The service desk gets an onboarding ticket four weeks before the start date by default, with job, department, manager and location. In TOPdesk that can be a standard change with fixed tasks for IT and facilities.
Custom fields in HR, such as laptop or phone yes or no, go into the ticket. IT sees what needs to be ready without asking.
The ticket goes to the operator group of the location, so the badge is ready at the right site.
In Shuttel the new employee is registered as soon as they are in Nmbrs, even if the start date is still in the future. They can then request a mobility card before the first working day.
In Simplicate the employee is ready with preferred name, manager, team and schedule as soon as the hiring workflow in AFAS is completed.
From Workday KoppelHet creates the Slack account on the start date, in the time zone of the location, and puts the start date in the Slack profile.

Edge cases we handle

Interns often only get an account and no laptop. Per contract type the service desk can choose its own template or category.
Externals are a separate employee type in Personio. KoppelHet passes that on in the onboarding request, so Freshservice only picks accounts and no laptop or phone.
The work email is often only in HR after IT has created the account. Systems that need an email address wait for it; KoppelHet flags it when that happens too close to the start date.
A new person in TOPdesk can access the self-service portal straight away by default. KoppelHet only enables that from the start date, and Zendesk sends no verification email before the first working day.

What KoppelHet does

KoppelHet passes one HR change to every system that has to act for a joiner, each at its own moment: the service desk weeks ahead, Shuttel as soon as the employee is in HR, Slack on the start date. What belongs to a first working day in your organisation is recorded in the design. We start with the service desk; other systems can follow later as an extension. Expect two to four weeks to go-live.

Common integrations

Personio → Freshservice

Personio to Freshservice integration: onboarding request before the start date, offboarding on the last working day

AFAS Profit → Simplicate

AFAS to Simplicate integration: new employees from AFAS ready in Simplicate, timetable and manager included

Workday → Slack

Workday to Slack integration: Slack account on the first working day, manager and team from Workday

Workday → Zendesk

Workday to Zendesk integration: employees as users in the internal service desk, with a task on hire and termination

Frequently asked questions

How far ahead does IT know about a new colleague?

Four weeks before the start date by default, or as soon as HR has completed the hire if that is later. We set the lead time per customer.

Can facilities get their own task for badge and workplace?

Yes. In TOPdesk the integration can create a standard change with fixed tasks for IT and facilities, and the operator group follows the location.

Can a new colleague be in Slack before their first day?

If you want, yes, for example a week ahead for a welcome channel. The account is then active straight away; we agree that per organisation.

Does registration with Shuttel also work with AFAS or YouForce?

Yes. The process is the same; only the connection on the HR side and the translation table to the mobility group differ.