One TOPdesk User — Upcoming changes to creating and managing Operator cards

We’re taking the next step toward a single-user model in TOPdesk. Every operator will need to be linked to a person. This simplifies user management and helps prevent duplicate cards and broken histories. 

 
Key dates 

• From 1 November 2025, new operators must be created via a person card. 

• By mid-February 2026, all existing operators must be linked. 

• Unlinked operators after this date will be automatically linked to a generated person, which may create duplicates or disrupt incident history. 

 
What’s changing 

• Operators can only be created via a Person card; standalone “Create operator” buttons are removed. 

• Improved tools are available for bulk-linking existing operators. 

• API accounts are now a separate card type and do not require a linked person. 

 
What you need to do 

• Bulk-link your existing operators using the Operators and Persons Link Wizard 

• Accessible via Supporting Files → Changes in creation of operators. 

• Matching can be done on login name, email address, employee number, network login name, or mainframe login name. 

• Recommended: link as many operators as possible before mid-February 2026. 

• See KI 18571 – Best practices for linking persons and operators. 

 
Depending on how you create Operators 

Manually 

• Create operators from the person card. 

• Use the bulk-link wizard to link existing operators. 

Supporting Files import 

• Add LinkedPerson in the field mapping (mandatory from November 2025). 

• Run the Person import before the Operator import. 

API integration 

• Add linkedPerson in POST /operators. 

• Optional now, required from 1 November 2025. 

Custom imports 

• These will be phased out. Switch to Supporting Files before November 2025. 

• For help, submit the form on My TOPdesk. 

Special cases 

• System accounts and automation accounts: do not adjust; TOPdesk will create dummy person cards when linking becomes mandatory. 

• API accounts: no linked person required. 

• Operators without a matching person card: the system will create one automatically when needed. 

• Archived cards: link only if your organization rehires people; otherwise, auto-linking will handle them. 

 
Useful resources 

• Roadmap and explanation

• KI 18571 – Best practices for linking persons and operators 

• KI 17693 – Check which operators are already linked 

• KI 8931 – Download custom import scripts 

• KI 18706 – Details on the new API Account card