ShLeave, absence and time
ADP iHCM to Shiftbase integration: employees and contract hours from ADP in the schedule
With an integration between ADP iHCM and Shiftbase, new hires, contract hours, department and departures from ADP reach Shiftbase automatically, with a new contract on every change of hours or department. The planner then schedules with the people and hours that are in ADP, and Shiftbase calculates plus and minus hours against the right contract hours.
What the integration does
Organisations that use ADP iHCM as their HR and payroll system and schedule in Shiftbase enter new colleagues and hour changes in Shiftbase by hand. Shiftbase has no ADP integration, so plus and minus hours are wrong as soon as someone starts working more or fewer hours.
- ADP reports a hire; KoppelHet fetches the worker and their work assignment.
- KoppelHet creates the employee in Shiftbase, in the department and team of their organisational unit, with a contract from the start date.
- On different contract hours or another department KoppelHet ends the current contract and starts a new contract on the effective date.
- A temporary contract gets the expected end date from ADP.
- On departure the contract in Shiftbase ends on the termination date; if HR changes that date, KoppelHet follows.
What to watch for with ADP iHCM and Shiftbase
- ADP iHCM records contract hours with a unit, such as per week. Shiftbase has no weekly hours field in the contract, only contract hours per day. KoppelHet divides the weekly hours by the number of working days from a table per contract type, so 32 hours over four days does not appear in Shiftbase as 6.4 hours per day over five days.
- Changing a contract in Shiftbase also changes all past data within that contract, such as plus and minus hours. KoppelHet therefore never edits an existing contract on different hours from ADP, but ends it and opens a new contract on the effective date, so the balance of previous months stays intact.
- ADP iHCM distinguishes permanent and temporary workers, and gives the expected end date for a temporary one. Shiftbase automatically sets an employee to inactive when the contract has an end date. KoppelHet takes over the expected end date and moves it when HR extends the contract in ADP, so nobody silently drops out of the schedule.
- In ADP iHCM leave requests go to the person recorded as reports to; the supervisor is for information only. In Shiftbase the department approves absence. KoppelHet gives the reports-to manager rights on the department of their employees, not the supervisor, so approval stays in the same place as in ADP.
- The ADP iHCM worker API cannot filter on work assignment and returns at most one hundred workers per call. An environment with several countries therefore also returns colleagues abroad. KoppelHet pages through all workers and only includes the Dutch work locations that schedule in Shiftbase.
- ADP states that base remuneration for the Netherlands is not in the worker API. Shiftbase only uses the hourly wage in the contract for an estimate of wage costs. KoppelHet therefore leaves the hourly wage empty, unless you want to maintain an hourly rate per job in Shiftbase.
- If HR changes the date or reason of departure, ADP sends the termination notification again. KoppelHet processes each new notification as an adjustment of the end date in Shiftbase, so a colleague who stays longer after all is not set to inactive too early.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Do worked hours go back to ADP?
That can be added later as an extension, as variable pay input in ADP iHCM. We start with employees and contracts, because the schedule depends on them.
Does leave from ADP go to Shiftbase?
Not in the first version. In this setup leave is requested in Shiftbase and approved per department.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- ADP iHCM through the Worker Management API: GET /hr/v2/workers with $top (maximum 100) and $skip, filter on workers/workerStatus/statusCode/codeValue eq 'current'; per worker workerID, legalName, workAssignments (primaryIndicator, hireDate, workerTypeCode, homeOrganizationalUnits, homeWorkLocation, payrollGroupCode, standardHours with hoursQuantity and unitCode, expectedTerminationDate, terminationDate, reportsTo with reportsToRelationshipCode). Notifications worker.hire and worker.terminate (sent again on a changed date or reason). No filter on WorkAssignment; base remuneration excludes the Netherlands.
- Shiftbase through the Shiftbase API (JSON) with an API token from Settings, App center, Public API, for employees, contracts, departments and teams. Endpoint details on developer.shiftbase.com.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in ADP iHCM | Field in Shiftbase | Notes |
|---|---|---|
workerID | Personeelsnummer in Shiftbase | Not every iHCM worker has an associateOID |
person.legalName | Voornaam, tussenvoegsel en achternaam | |
Zakelijk e-mailadres | E-mail (inlog Shiftbase-app) | |
homeOrganizationalUnits | Afdeling en team | Table per unit |
standardHours.hoursQuantity + unitCode | Contracturen per dag | Weekly hours divided by working days |
workerTypeCode (vast of tijdelijk) | Contracttype | |
expectedTerminationDate | Contract tot | |
terminationDate | Einddatum contract, daarna inactief |
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