Leave, absence and time
ADP Workforce Now to Protime integration: workers, contracts, department and work location from ADP in Protime
With an integration between ADP Workforce Now and Protime, every worker from ADP appears automatically in Protime, with a contract whose contract hours, full-time hours and working days match ADP. Department and work location changes in ADP arrive in Protime's history with their effective date, so time registration and calculation run on the right rules.
What the integration does
Organisations that use ADP Workforce Now for HR and register time with Protime at their European sites transfer new workers and contract changes by hand. If the contract in Protime is wrong, Protime calculates plus and minus hours and leave on the wrong norm.
- HR records a hire in ADP Workforce Now, with work location, department and standard hours.
- KoppelHet creates the person in Protime with the ADP employee number as external reference.
- KoppelHet creates a contract with contract hours and full-time hours in minutes, working days per week and the right period length.
- Department and work location are set as historical fields with an effective date.
- On a termination, KoppelHet closes the contract on the last day.
What to watch for with ADP Workforce Now and Protime
- ADP Workforce Now records standard hours per week, per two weeks, per month or per year. A Protime contract has a period of 7 to 364 days, always a multiple of seven, with the contract hours for that period. KoppelHet takes over a biweekly schedule from ADP as a fourteen-day period, and converts monthly and annual hours to a week.
- Protime wants both the contract hours and the hours of a full-time contract on every contract, both in minutes. ADP gives an FTE value alongside the standard hours. KoppelHet calculates the full-time hours from those two, so Protime calculates leave and plus and minus hours pro rata to the part-time factor.
- ADP Workforce Now sends a notification for changed standard hours and a different work location, but a department change only when it was made in ADP's screen. Protime keeps department and work location as history with an effective date. KoppelHet processes the notifications straight away and compares departments every night, so a change made through an import also reaches Protime.
- Protime can find a person by an external reference such as the employee number, without the internal Protime ID. ADP has a workerID that is unique per client and an associateOID that is unique across ADP. KoppelHet uses the workerID as the employee number in Protime, so payroll and time registration show the same number.
- ADP Workforce Now has a separate notification for a rehire, with the same workerID. In Protime the person still exists then, with their old contracts. KoppelHet adds a new contract from the new start date instead of a second person, so their history in Protime stays complete.
- Absences in the Protime API can only be read, not written. ADP Workforce Now does have an API for approved time off. Time off requested in ADP can therefore not reach Protime automatically. At the start we therefore choose Protime as the place for leave, or keep leave outside the integration.
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 calculated hours from Protime go back to ADP?
Not in this integration. Hours usually go to local payroll; an hours flow can be added later as an extension.
Where do employees request leave?
In Protime, because absences cannot be written there through the API. That keeps one place for leave.
What happens to workers outside Europe?
KoppelHet filters on the work locations that register in Protime. The rest stays outside the integration.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- ADP Workforce Now through the Worker Management API: GET /hr/v2/workers with $top up to 100 and $skip, $filter on workAssignments/homeWorkLocation or payrollGroupCode. Notifications worker.hire, worker.rehire, worker.terminate, worker.workAssignment.standardHours.change, worker.workAssignment.homeWorkLocation.change and worker.workAssignment.homeOrganizationalUnits.modify (only from the screen). Fields standardHours.hoursQuantity, standardHours.unitCode and fullTimeEquivalenceRatio.
- Protime through the Protime API (v1) with OAuth 2.0 and scopes per collection. POST /api/v1/contracts (person.externalReferences with @employee-number, from, until, contractHoursInMinutes and fullTimeEquivalentInMinutes from 1 to 5999, numberOfWorkingDaysPerWeek, numberOfDaysInContractPeriod from 7 to 364 and a multiple of 7, kind Contract or Addendum). Department and work location through the historical fields of people; employers through the employers collection. Absences with a read scope only.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in ADP Workforce Now | Field in Protime | Notes |
|---|---|---|
workerID | externe referentie @employee-number | |
legalName | Personal information (naam) | |
standardHours (hoursQuantity, unitCode) | contractHoursInMinutes en numberOfDaysInContractPeriod | |
fullTimeEquivalenceRatio | fullTimeEquivalentInMinutes | |
homeWorkLocation | Historisch veld werklocatie | |
homeOrganizationalUnits (afdeling) | Historisch veld afdeling | |
payrollGroupCode | Werkgever | Agreed per customer |
terminationDate | until op het contract |
Related
ADP Workforce Now → 4PS Construct
ADP Workforce Now to 4PS Construct integration: employees with company, dimensions and statistics group in 4PS
ADP Workforce Now → Active Directory
ADP Workforce Now to Active Directory integration: accounts in your own domain, with expiry date and rehire from ADP
ADP Workforce Now → AFAS Profit
ADP Workforce Now to AFAS integration: Dutch employees from the US HR system in AFAS Profit
ADP Workforce Now → AllSolutions
ADP Workforce Now to AllSolutions integration: employees with department, cost centre and manager in AllSolutions