> For the complete documentation index, see [llms.txt](https://hub.equipme.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hub.equipme.io/dokumentation/automation/connectors/equipme.md).

# equipme connector

The equipme connector: connect equipme in workflows with HR, ERP, ticketing system, Microsoft 365 or device management – modules, triggers, actions and examples.

With the **equipme connector**, you connect equipme in [workflows](/dokumentation/automation/workflows.md) with your other systems – such as your HR tool, ERP, ticketing system, Microsoft 365 or device management. An event in equipme (e.g. "new employee") triggers actions in another system – and vice versa.

**Examples:**

* New employee in the HR system → create the employee in equipme and start onboarding
* New order request in equipme → obtain approval from the supervisor → trigger the order
* New invoice in equipme → transfer the invoice data to the ERP
* New device inventory → maintain inventory number and metadata in equipme

## Modules

The connector consists of several modules. Each module appears as a separate tile in the flow designer.

| Module                        | Content                                                                                                                |
| ----------------------------- | ---------------------------------------------------------------------------------------------------------------------- |
| **Equipme**                   | Employees, groups, locations, cost centers, billing addresses, services, assets, order requests, invoices, fulfillment |
| **Equipme Approval**          | Approval process from the order request through to the decision and the order                                          |
| **Equipme Operations** (Beta) | Tickets, threads and messages, contacts, groups, labels, attachments                                                   |
| **Email**                     | Sending emails via the equipme default provider                                                                        |
| **Forms**                     | Configurable web forms for collecting input                                                                            |

{% hint style="info" %}
Which modules are available depends on your contract. All functions work within the permissions of the API key used.
{% endhint %}

## Prerequisites

* The enabled [automation module](/dokumentation/automation.md)
* An **equipme API key** (see [Integrations → "API key"](/dokumentation/settings/integrations-and-sso.md#api-key))
* A role in equipme with permission to manage API keys

## Setting up the connection

1. In equipme, under **Settings → "Integrations" → "API key"**, generate an API key and keep it safe – like a password.
2. In the flow designer, drag any component of the equipme connector onto the canvas (e.g. *List Employees*).
3. Click **Connect account** and enter:
   * **Label** – a freely selectable name for the connection (e.g. "equipme Production")
   * **API Key** – the equipme API key
4. The connection is verified against equipme. It is then available in all components of the connector and appears under **"Accounts"**.

For the **Equipme Operations** module, the connection is set up separately (its own account in this module).

## Basic concepts

### Triggers and actions

* **Triggers** start a flow when something happens in equipme (names start with *New …*, e.g. *New Employee*). They regularly poll equipme for new entries and can be filtered by date (*After*) and other criteria.
* **Actions** read or change data in equipme (*List …*, *Get …*, *Add …*, *Update …*, *Delete …*).

### List actions and "Output Type"

All list actions in version **v2** offer the **Output Type** setting:

| Value              | Behavior                                                |
| ------------------ | ------------------------------------------------------- |
| All items at once  | Result as one list                                      |
| One item at a time | Each entry is passed individually to the next component |
| First item only    | Only the first match                                    |
| Store to CSV file  | The result is saved as a CSV file (see "Files")         |

Components with the suffix **"– Legacy"** are outdated and only included for compatibility reasons. Existing flows continue to run; use the **v2** variant for new flows.

### Metadata

Employees, groups, locations and assets can carry **metadata** (key/value) – visible in equipme as ["Further information"](/dokumentation/organization/additional-information.md). This lets you, for example, store identifiers from external systems and find them again later.

### Request limit

equipme allows **10 requests per second** per API key. The connector observes this limit automatically. If it is exceeded nonetheless, it waits and retries the request up to three times before the step ends with an error.

## "Equipme" module

### Triggers

| Component                 | Fires when …                                                     |
| ------------------------- | ---------------------------------------------------------------- |
| New Employee              | a new employee is created (can be filtered by location and date) |
| New Group Membership      | an employee is added to a group                                  |
| New Order Request         | a new order request is submitted                                 |
| New Authorization Request | a new approval request is created                                |
| New Invoice               | a new invoice is added                                           |
| New Fulfillment Order     | a new fulfillment order is created                               |
| New Fulfillment Parcel    | a new parcel is created                                          |

### Organization

| Area              | Actions                                                                                                   |
| ----------------- | --------------------------------------------------------------------------------------------------------- |
| Employees         | Add / Update / Get / List Employees, Get / Update Employee Metadata                                       |
| Groups            | Add / Update / Delete / Get / List Groups, Add / Delete / List Group Members, Get / Update Group Metadata |
| Locations         | Add / Update / Get / List Locations, Add Location Managers, Get / Update Location Metadata                |
| Cost centers      | Add / Update / Delete / Get / List Cost Centers, Update Cost Center Managers                              |
| Billing addresses | Add / Update / Delete / Get / List Billing Addresses                                                      |

### Services and assets

| Area                       | Actions                                                                                      |
| -------------------------- | -------------------------------------------------------------------------------------------- |
| Services                   | Get / List Services, Get / List Service Categories                                           |
| Assets (service instances) | Get / List / Update Service Instances, Set Service Instance Metadata (all or a single entry) |
| Attachments                | List / Get / Download / Upload / Delete Service Instance Attachments                         |

### Orders, invoices, fulfillment

| Area              | Actions                                                                            |
| ----------------- | ---------------------------------------------------------------------------------- |
| Order requests    | Add Order Requests, Get / List / Update / Delete Order Request, Add Purchase Order |
| Approval requests | Get / List / Update Authorization Requests                                         |
| Billing           | List Invoices, List Billing Items                                                  |
| Fulfillment       | List Fulfillment Orders, List Fulfillment Parcels                                  |
| Suppliers         | List Suppliers                                                                     |

## "Equipme Approval" module

Maps the path **order request → approval → order** – the basis for [custom approval](/dokumentation/procurement/approval-settings.md#custom-approval). The approval request is automatically assigned to the right person. If there is none, a fallback group or fallback employee takes over.

| Component                             | Purpose                                                              |
| ------------------------------------- | -------------------------------------------------------------------- |
| New Order Request                     | Trigger: new order request                                           |
| Add Supervisor Approval               | Approval by the **supervisor** of the requesting person              |
| Add Manager Approval                  | Approval by the manager of the **group** (department, team, company) |
| Add Cost Center Approval              | Approval by those responsible for the **cost center**                |
| Add Location Manager Approval Request | Approval by the **location managers**                                |
| Add Approval Request                  | Free-form approval request for an employee or a group                |
| Add Approval Request Participants     | Add further approvers to an existing request                         |
| Get / List Approval Requests          | Query status, assignees and linked order requests                    |
| Decide Order Request                  | **Approve or reject** an order request, optionally with a reason     |
| Add Purchase Order                    | Bundle approved order requests into an **order**                     |

**Typical process**

```
New Order Request
   └─▶ Add Supervisor Approval
          └─▶ (decision by the approver in equipme)
                 └─▶ Decide Order Request
                        └─▶ Add Purchase Order
```

{% hint style="info" %}
*Decide Order Request* approves or rejects, but does not yet trigger an order. Use *Add Purchase Order* afterwards for that.
{% endhint %}

The approval components of the same name in the **Equipme** module are outdated. Use the **Equipme Approval** module for new flows.

## "Equipme Operations" module (Beta)

Access to tickets and communication in the [Equipme Operate](/dokumentation/operate.md) ticket system. The range of functions may still change.

* **Tickets:** new ticket (trigger), read and update tickets, retrieve types, statuses, status transitions and urgencies, list links
* **Threads and messages:** new thread (trigger), read and change threads and messages, participants and links
* **Contacts and groups:** read and change contacts; create, change and delete groups and manage members
* **Labels:** read, change and delete labels and assign them to tickets
* **Attachments:** upload, download, delete
* **Channels:** list and read channels

## Helper modules

* **Email – Send Email:** sends emails via the equipme default provider, without your own mail server.
* **Forms – Form Trigger / Form Action:** creates web forms, sends the link and returns the input to the flow – e.g. for follow-up questions or manual approvals.

## Example: Creating new employees from the HR system

1. **Trigger:** new entry in the HR system.
2. **Equipme › Add Employee** with the fields:
   * Required: first name, last name, email, username (UPN), location
   * Optional: supervisor, cost center, phone, personnel number, position, entry and exit date, status (`onboarding`, `active`, `leave`, `offboarding`, `removed`), roles (`administrator`, `user`), self-service
   * Invitation: sign-in method `password` or `sso` and an optional message
3. **Equipme › Update Employee Metadata:** store the HR personnel number as metadata so the record can be uniquely matched later.
4. **Email › Send Email:** confirmation to the HR department.

## Troubleshooting

| Problem                                | Cause / solution                                                                                                              |
| -------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------- |
| "Connect account" fails                | Check the API key (typo, expired, wrong company).                                                                             |
| Error message about the request limit  | Too many parallel flows with the same API key. Stagger the flows or use *One item at a time* with a delay.                    |
| Trigger does not fire                  | Check the filter (location, *After* date). The trigger only reports entries that match the filter. Has the flow been started? |
| Component marked "Legacy"              | Replace it with the v2 variant.                                                                                               |
| Action returns "403/Forbidden"         | The API key lacks permission for this resource.                                                                               |
| Required field missing / invalid value | Observe field lengths and formats (e.g. email format, ISO date, permitted values).                                            |

The logs under **"Insights"** help with errors. For assistance, contact [Support](/dokumentation/help/support.md) and provide the flow name, component and error message.


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