AFAS integration

With the AFAS integration, employees are added to Epassi automatically and joiners and leavers are updated daily.

Introduction

By setting up the integration between AFAS and Epassi you will achieve following:

• Employees in your AFAS Profit account will be added to Epassi.
• Any mutations in AFAS (on and off-boarding of employees) will automatically be synced with Epassi on a daily basis.

This integration grants Epassi 'Read-Only' access to your AFAS account.

Setting up the integration

To set up the integration you will need to complete the following steps, each step is outlined in detail in this article:

1. Create a New User group with the appropriate access levels
2. Create a System User for the Epassi integration
3. Add the newly created system user and your own AFAS user to the user group
4. Optional: Alleo custom field
5. Create the Epassi GetConnectors by importing templates (for Employees and Contracts)
6. Create App Connector
7. Share App Connector Token and Profit ID with Epassi.

Classic token authentication in AFAS will be deprecated on 31 August 2027 (https://docs.afas.help/profit/nl/authentication). How and when the switch to OAuth takes place is still to be decided. We will inform you in good time.

The following information is synced via the GetConnectors:

• Email (Mail)
• First Name (FirstName)
• Last Name (BirthName)
• Prefix (PrefixBirthName)
• Termination Date (EmploymentEnd)
• Employment start (EmploymentStart)
• Employment end date (EmploymentEnd)
• Department

Optional fields

• Alleo access
• Custom budget fields

Step 1: Create a new group for the Epassi integration

1. Go to General > Management > Authorization tool
2. Go to the tab Group maintenance
3. Go to New
   • Name the Group, for example Alleo Group
   • Click Finish

Step 2: Create a System User for the Epassi integration

1. Go to General > Management > Authorization tool
2. Go to the User maintenance tab
3. Go to New system user
   • Name the User, for example 1234.AlleoAPI
   • Give access to the “Profit Windows” in the Access section
   • [optional - only if you have an AFAS Accept subscription]
   • Give access to the “AFAS Accept” in the Advanced section
   • Skip the email field in the last step
   • Click Finish

In the Authorization (Autorisatie) tab, go and Activate the following HR > Employee - Employee MSS > Filters > HR Employees > Alle Medewerkers

(HRM > Medewerker > Medewerker MSS > Filters > HR Employees > Alle Medewerkers)

Step 3: Add the newly created system user and your own AFAS user to the user group

In the authorization tool add in the Group Maintenance (Onderhoud groepen) tab, select the Alleo Group.

In the Users in group tab, add the newly created user to the group by clicking the New button.

If you can't add the user to the group, make sure you select 'manual' instead of 'fill based on function'.

Step 4: Optional; Epassi Custom Field

This step is required if not all your employees should have access to the Epassi benefits.

1) Adding the Custom Field

Go to the following section: General > Management > Management tool > Employee > employee

( Algemeen > Beheer > Management tool > Employee > employee )

Import the custom field as supplied by Epassi from the following URL https://yourcampus-static-assets.s3.eu-west-1.amazonaws.com/utils/Employee_Alleo_Access.fie

(sha256: 209dae38f1d74809872eff2af0c207fa64b0ec6506ae91bd822e3079b6eeb719)

Once you have set up the field, go to the 'Tabs' tab and add a new tab called "Alleo". Then drag the custom field "Alleo" to the right-hand side.

The authorisation tab will open. Make sure your admin users have maintenance rights enabled for the new field.

2) Using the Custom Field

Note: the system may ask you to restart to apply the tab and field.

(General > HR > Medewerker > Medewerker)

Select an employee and scroll to the Alleo tab, where you can check or uncheck the new field.

Optional: assigning varying budgets

If you would like to vary the Epassi budget assigned to employees, this can be achieved by adding custom field(s) in AFAS to indicate per employee what the budget is that she should receive. Follow the instructions in this article to set this up. (Assigning budget to employees in the Manager Portal)

Step 5: Create the Epassi GetConnectors by importing templates

In order to get the necessary employee data, we will need to import the GetConnectors provided by Epassi.

Note: Make sure you have the import permissions, otherwise you will need to recreate the GetConnectors with the addition of the Alleo custom field.

1) Download and import the following Epassi GetConnectors

Employees

• https://yourcampus-static-assets.s3.eu-west-1.amazonaws.com/utils/Profit_Employees_Alleo.gcn

Contracts

• https://yourcampus-static-assets.s3.eu-west-1.amazonaws.com/utils/Profit_Contracts_Alleo.gcn

( Algemeen > Uitvoer > Beheer > GetConnector )

Click on the Import (Importeren) button and add the file downloaded earlier.

Note: If you are missing the import button, please follow the following official guide on how to enable it https://help.afas.nl/help/NL/SE/120594.htm

Step 6: Create App connector

( General > Beheer > App connector):

1. Click the New button and add a description “Epassi App connector” and associated to the group indicated at step 1) - Alleo Group
2. Toggle Automatic token generation (Automatisch token genereren)
3. Use the existing Alleo Group and the Epassi API user you created in step 1 and step 2
4. In the GetConnectors tab, click the New button and add the previously imported GetConnectors (Profit_Employees_Alleo and Profit_Contract)

Step 7: Share App Connector Token and Profit ID with Epassi

1. You will then be taken to a screen with a generated token. You can copy the code here.
2. Go to the Integrations page in the portal
3. Choose 'Add integration'
4. Choose AFAS
5. Share the Profit ID and token
6. Follow the instructions in the portal

Example information

Profit ID: 12345

<token><version>1</version><data>610C51AE2FFE4B2C8E33D5A5EB163E12735C72A44D98C278C5E7B5B560079BC1</data></token>