mondayfoundDefine the handoff
Decide which event should create an employee record: an accepted offer, a completed check or another approved milestone. Record the business rule explicitly. Sending information too early can create employee records for people who never join; sending it too late can leave the onboarding team working from email.
Choose an owner for each field
Map candidate, application and employee identifiers rather than relying on a name match. Specify which system owns the start date, manager, work location and contact details. Agree how corrections flow after the first transfer. Some fields should travel in one direction, while others need a controlled reconciliation process.
Make retries safe
A temporary failure should be visible to the responsible team. Use a stable reference for each handoff so retrying does not create a duplicate employee. Keep a concise operational record of what was sent, what was acknowledged and what needs attention. Avoid placing private candidate content in broadly accessible technical logs.
Test the difficult cases
Include a changed start date, a withdrawn acceptance, a returning employee and a duplicate delivery in the pilot. Reconcile a sample of transferred records with the source and destination owners. Give unresolved failures an escalation route. Integration succeeds when people understand what happens after an error, not merely when the first record moves successfully.