When someone is hired, name, address, job, department, start date, hours, salary and contract type go from the ATS to the HR system. With that, the integration starts the new hire process in, for example, AFAS, Visma Raet YouForce, Loket, Nmbrs or Personio, and HR completes it.
That sounds like a short list. In practice the work lies in where each data item sits in the ATS, and whether the HR system knows the value. Below, per data item, what is involved, so you know what to set up in the ATS before the first candidate comes over automatically.
What the ATS already knows
The recruiter already has the candidate's name, address, job and start date in the ATS. Without an integration, HR retypes that data, often only once the signed contract is back. Onboarding then starts later than necessary.
With an integration, the HR system responds to the Hired stage in the ATS. The integration looks at the type of stage and not the name. A stage called Contract signed works just as well as Hired, even if recruiters change the name later.
Start date, hours and salary
This is the part that is most often missing. Recruitee has no fields for start date, hours and salary by default. They are added as extra fields, and that is usually the only change in the ATS. In Teamtailor and SmartRecruiters they are in the offer. Teamtailor only passes on an accepted offer, so a draft offer never ends up in HR.
Two details make the difference for the payroll administration:
- Monthly salary or hourly wage. Loket and Nmbrs process them differently. So you record per vacancy type which of the two it is.
- Full-time hours. Besides the hours per week, Personio also asks for the full-time hours. If a cao (collective labour agreement) has a different full-time week, the integration sets the right value per entity.
In healthcare, SDB does it differently. The healthcare caos are built in there. The integration prepares job and hours, and the personnel administration chooses scale and step in SDB itself.
Contract type, department and job
Healthcare, childcare and education often start with an on-call or fixed-term contract. The contract type therefore goes along as a separate field, so HR does not have to derive it from a description.
Department and job are the data on which a handover gets stuck most quickly. They have to exist in the HR system. If a recruiter chooses a department the HR system does not know, the HR system rejects the new employee. That is why departments and jobs come from the HR system into the ATS as a pick list. The recruiter can then only choose a value that HR also knows.
Name, surname prefix and BSN
A name seems simple, until you come across a surname like van den Berg. Teamtailor has no separate tussenvoegsel (Dutch surname prefix). AFAS does. The integration puts van den in the prefix field of AFAS.
The BSN (Dutch citizen service number) only goes along if the ATS stores it securely and you want that. Often the new employee or HR fills in the BSN themselves during onboarding in the HR system.
What happens in the HR system
The integration does not create a final employment. It starts the new hire process, with the data already filled in. Per system it looks like this:
- AFAS: the onboarding process starts.
- YouForce: the new hire workflow starts.
- Loket: a draft with a checklist is prepared.
- Personio: the employee gets the status onboarding.
- Nmbrs: employee, contract, schedule and salary come in through separate steps. If a later step fails, the integration repeats only that step after correction. That way there is no employee without a schedule in the payroll run.
HR checks, completes and finalises. With SmartRecruiters, the integration also sets the onboarding status to succeeded or failed, so recruiters can see whether the new colleague is in the HR system.
The hardest part only comes after the standard cases: a former employee who comes back, or an offer that is withdrawn after Hired. That is covered in rehires and withdrawn offers.
How KoppelHet builds this
KoppelHet builds the integration per organisation on its own platform. The connection to Recruitee is already a building block, because KoppelHet is a Recruitee partner. The time therefore goes into your fields, pick lists and workflow. Every candidate can be traced in the KoppelHet platform, with a notification if the HR system rejects the handover. As an indication, allow two to four weeks to go-live.
Examples of combinations we build are Recruitee to AFAS, Recruitee to YouForce, Teamtailor to AFAS, Recruitee to Loket and SmartRecruiters to Nmbrs.
Read more about the hired candidate to the HR system, or see the whole integration from recruitment to HR. What happens after the new hire, such as laptop, pass and workplace, is under preparing the first day.