By activating the AFAS Profit integration, you'll be able to use triggers to automatically transfer candidates from Teamtailor to AFAS Profit. You can just create the candidate, or link candidates directly to the vacancies you have in AFAS.
With AFAS, you can streamline your HR processes and minimize administrative burdens by arranging salary processing, leave management, absenteeism tracking, and recruitment & selection all in one click. Enjoy the ease of having all HR-related matters in a single, user-friendly platform.
Getting started in AFAS Profit
To enable the integration between AFAS and Teamtailor, you connect your existing AFAS Profit account to Teamtailor. Note that you might have several AFAS environments (Production, Test, Accept). You can connect Teamtailor to any of them, but each environment needs its own app connector and credentials.
First things first: the integration needs a set-up in AFAS Profit. This requires an AFAS admin account. The set-up takes 15-30 minutes.
Step 1. Create the app connector
In AFAS Profit, go to General → Management → App connector (Algemeen / Beheer / App connector) and click New (Nieuw).
Enter a Description (Omschrijving), for example “Teamtailor integration”.
Set Authentication type (Authenticatietype) to OAuth.
Select the user group whose members are allowed to use the app connector to log in via the Authorisation code flow.
Set OAuth flow type (Type OAuth flow) to Client credentials.
Select the user that will log in to the API on Teamtailor’s behalf.
⚠️ The authentication type can’t be changed once the app connector is created. If you already have a Teamtailor app connector that uses a token, create a new one with OAuth.
Step 2. Link the connectors
Teamtailor can only use the connectors that are linked to this app connector.
GetConnectors: download the List of vacancies.gcn file available at the end of this article. Choose Actions → Import (Acties / Importeren) and select the file. If you use onboarding, also import list of profiles.gcn and check it appears as TeamtailorProfitProfiles.
UpdateConnectors: click New, search for “Applicant”, tick HrApplicant (Sollicitant) and HrCreateApplicant (Sollicitatie), and click Finish (Voltooien). If you use onboarding, also add HrOnboarding (Onboarding).
Step 3. Copy the client ID and client secret
The last screen of the wizard shows the OAuth client id and OAuth client secret. Copy both and store them somewhere safe, then click Finish.
⚠️ The client secret is shown only once. You can see the client ID again later in the app connector’s properties, but not the secret. If you lose it, generate a new secret in AFAS. The new secret replaces the old one straight away, so update it in Teamtailor at the same time.
Still unsure where to find your OAuth credentials? AFAS has a step-by-step guide on creating an OAuth app connector and retrieving the client ID and client secret: App connector with OAuth (Client credentials) (Dutch).
AFAS is discontinuing API tokens. Existing connections keep working for now, but they must be moved to OAuth before AFAS switches tokens off. If you are still using an API token, please create an OAuth app connector in AFAS and fill in the client ID and secret instead.
Why AFAS is changing this (Dutch)
Getting started in Teamtailor
Now you can go into Teamtailor and find AFAS via the marketplace.
Step 1. Create an Admin - Read and Write api key in Teamtailor
Go into the settings of your Teamtailor account and open the tab with 'API keys'. Here you click to create a new API key (right upper corner).
Give the API key a descriptive name (for example AFAS API key), set the scope to 'Admin' and select both 'Read' and 'Write'. If you create the API key with different setting it won't work for the AFAS integration.
Step 2. Activate AFAS in the marketplace of the Teamtailor application
Find AFAS in the Teamtailor marketplace and click activate.
Step 3. Add your AFAS credentials
You will be redirected to the activations page in your Teamtailor settings where you can add your AFAS credentials.
AFAS member number: include the leading letter, which tells us which environment to connect to: O for Production, T for Test, A for Accept. For example, O123456.
OAuth client ID and OAuth client secret: from the app connector you created in AFAS.
API token (being discontinued): only for connections created before the OAuth change. Don’t use it for new setups; leave it empty and use the OAuth client ID and secret instead.
Language: the language used for messages returned from AFAS (Dutch, Flemish, English, French or German).
Sync approved vacancies as requisitions (optional): tick this only if you want approved AFAS vacancies imported into Teamtailor as requisitions. It needs extra setup in AFAS, described in AFAS integration: Import vacancies as requisitions. Leave it unticked if you only want to send candidates to AFAS.
Teamtailor API key: select the Admin Read and Write key you created in Step 1.
Click “Validate credentials”. This checks that the credentials work and that HrApplicant, HrCreateApplicant and List of vacancies are all on the app connector. If validation fails, go back to the AFAS setup and check each step.
Set up the custom fields in Teamtailor (optional)
By default the AFAS Profit integration transfers first name, last name, and email address. These are required fields to create applicants.
Besides the default fields you have the flexibility to add a wide variety of custom fields. To create new custom fields you go to the settings in your Teamtailor application and find 'custom fields'. Click 'new custom field' to start adding the fields. Read more here.
The integration offers two different methods of creating applicants in AFAS, both supporting a different set of custom fields.
In the sheet below you can find the available custom fields for both methods.
Create applicant in AFAS and link to vacancy (HrCreateApplicant) - choose which vacancy to link and whether to send the resume.
Create an applicant in AFAS (HrApplicant) - choose if you want to add bank and/or address details.
Custom fields: https://docs.google.com/spreadsheets/d/1KA4yNTFJmJ5a4gV9S3-ZQkutydwN2n8AyFLDkGyF_U4/edit?usp=sharing
⚠️ Note: you are free to set the 'title' to any value, but the 'api name' has to match the Teamtailor custom field name from the sheet. Also make sure to use the correct 'field type'.
Note that some fields in AFAS only accept specific values, like country of birth and gender. Using other values will result into an error.
Set up the trigger in Teamtailor
Now the integration is activated you can head over to one of your jobs in Teamtailor. From the applications view, you should click on the Triggers symbol (1).
Select the stage from which you want the transfer to trigger by clicking the ➕ (2) in that stage. Candidates that are moved to this stage will automatically be transferred to AFAS Profit.
Select Send AFAS webhook to add the trigger.
Complete the configuration by picking the action you like to use.
Create applicant and link to vacancy
Select the AFAS vacancy to link the applicant to. The list shows vacancies with status Open or Doorlopend whose end date hasn’t passed.
Choose whether to send the resume. The cover letter is sent as the applicant’s motivation.
Address details are included when filled in on the candidate. Nationality isn’t included with this action, so you can add it in AFAS later.
Create applicant
Choose whether to send bank details and address details. Bank details need the bank-country custom field. Address details are sent only when street, house number, post code, city and country are all filled in; otherwise the address is left out.
Create onboarding
Shown when List of profiles is on your app connector. See “Activating your Onboarding Connector” below.
Click 'Add trigger' to complete the set up.
Note: the required fields on the candidate card for the AFAS integration are first name, last name and email address. Without these fields the integration will return an error.
Using the integration
Candidates that are moved to the stage where the AFAS trigger is added will be automatically transferred into AFAS.
On the candidate card you can see that the status (sending / sent).
Depending on the use method the candidate will be available in different modules of AFAS.
For Create applicant and link to vacancy you can work with the applicant in AFAS in different ways.
Go to the HR tab, go to the block with 'Recruitment and selection' and find the candidate under Applicants. From there you can see the profile/dossier of the candidate, or click actions to start the workflow 'report start of employment'.
Go to the HR tab, pick Employee, click new and select the applicant to start creating a new employee.
Go to the HR tab, pick Vacancy, select the vacancy you are working on, find the applicants on the application tab.
Go to the CRM tab, pick Organisation/Person and find the candidate's profile here.
Also for Create applicant you can work with the applicant in AFAS in different ways.
Go to the HR tab, pick Employee, click new and select the applicant to start creating a new employee.
Go to the CRM tab, pick Organisation/Person and find the candidate's profile here.
The HR tab
The CRM tab
Activating your Onboarding Connector
This connector is designed to start the official full Onboarding workflow (used when an applicant is transitioning into an employee or being re-employed), or you want to establish additional assignments. - It supports onboarding applicants from Teamtailor directly into Profit and automatically triggers the onboard workflow, saving manual entry and securing the process.
To get started, import the list of profiles.gcn file at the bottom of this article as a GetConnector, and make sure it appears as TeamtailorProfitProfiles. Then add both it and the HrOnboarding UpdateConnector to your Teamtailor app connector. The Create onboarding action appears in the trigger once this is done.
Once you've gone through these activation steps you'll find a new AFAS action in your AFAS Webhook trigger:
In the next step you'll need to choose a "Onboarding profile" (these are fetched from your Onboarding profiles that you create in the AFAS platform):
You can choose to automatically create a user as well as add the employee directly to the portal by checking the following options:
In the following step you can also chose to either send the employee over using their "Private email" or "Business email":
Note that you need to create a custom field in Teamtailor and map it to AFAS in order to use the "Business email", if "Private email" is selected it will use the email the candidate applied with. More information on how to map your custom fields can be found in the mapping document here.
In the trigger you can also choose to:
Send the resume, attached to the onboarding
Send bank and address data (same requirements as Create applicant)
Send contract, function, salary and schedule data
Contract, function, salary and schedule data come from custom fields. Per-person values, like contract start date, salary step or hours per week, are candidate custom fields. Values that are the same for everyone hired into the job, like CAO, contract type, function code or salary scale, are job custom fields. The mapping sheet lists the API names.
Employee data for the onboarding module is reusing custom fields api-names already implemented for Applicant modules whenever possible.
⚠️ Required data can be different depending on your onboarding profile setup.
The minimum data that should allow sending employee to onbarding successfully is onboarding ID (config), email, first name, last name.
What data is transferred?
Once the AFAS integration is triggered the following information will be transferred between Teamtailor and AFAS:
First name, last name, email address and phone number
The custom fields you’ve set up
The resume (optional)
The cover letter (Create applicant and link to vacancy)
The linked AFAS vacancy (Create applicant and link to vacancy)
Bank and address details (optional)
For onboarding: contract, function, salary and schedule data (optional)
Need support?
Contact Teamtailor directly via:
Chat: open your Teamtailor app and chat live
Email: support@teamtailor.com