Payroll integration
ADP Workforce Now to YouForce integration: requests for new Dutch hires and contract changes
With an integration between ADP Workforce Now and Visma Raet YouForce, every Dutch hire and contract change from ADP Workforce Now becomes a request in YouForce, with the effective date from ADP. HR in the Netherlands completes that request with collective agreement scale and step; a termination from ADP reaches payroll as a task, because YouForce does not accept a leaver from outside.
What the integration does
Organisations that manage HR centrally in ADP Workforce Now and process Dutch pay in YouForce email new Dutch employees to HR in the Netherlands, which enters them again. A job change in ADP sometimes only reaches YouForce after the run.
- HR completes a hire in ADP Workforce Now for someone with the Dutch entity as employer.
- KoppelHet receives the event, fetches the worker and searches YouForce to see whether the person is already known.
- A hire or rehire request starts in YouForce. HR in the Netherlands adds collective agreement scale and step and completes it.
- A change in job, hours or salary in ADP becomes a contract change with the effective date from ADP.
- A termination in ADP becomes a task with last working day and reason for payroll.
What to watch for with ADP Workforce Now and Visma Raet YouForce
- YouForce does not let another system create or change an employment directly. Every Dutch hire and change from ADP Workforce Now therefore becomes a workflow in YouForce, which HR in the Netherlands completes with the Dutch grading.
- Workforce Now reports a rehire as a separate event. KoppelHet then looks up the existing person in YouForce and starts a new contract on that person, so the history in YouForce is not split over two people.
- YouForce's search deliberately only works on surname at birth, prefix, date of birth, place of birth and known-as name. Because ADP masks the date of birth by default, it has to be opened in the API Central profile for this integration.
- YouForce answers every request straight away with received, but Completed only means the request was submitted. KoppelHet follows the workflow until it is really finished and shows the result next to the ADP event in the platform.
- A termination in Workforce Now cannot be entered as a leaver in YouForce. KoppelHet turns it into a task with the last working day; a later change of that date in ADP becomes a new task, not a second leaver.
- Which workers the integration sees in Workforce Now is set by People Access on the API user. We set it to the Dutch entity, so a US hire never starts a request in YouForce.
- Workflow names in YouForce differ per environment. Which workflow a request from ADP starts is recorded at the start with the Visma Raet implementation contact.
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
Is a new hire from ADP in YouForce straight away?
As a request yes. As an employee only after HR in the Netherlands has completed the request.
What if HR rejects a request in YouForce?
KoppelHet reads the final status of the workflow and shows a rejection next to the ADP event. HR corrects the data in ADP or has the request started again.
Do all workers from ADP go to YouForce?
No, only those of the Dutch entity. People Access on the API user in ADP makes sure the integration does not see the rest.
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 - events worker.hire, worker.rehire and worker.terminate, then GET /hr/v2/workers/{associateOID} with Accept application/json;masked=false. People Access on the API user limits the visible workers. In one API Central project only /hr/v2/workers, not also /hr/v2/worker-demographics, because that masks the event payloads.
- YouForce through the Recruitment API - GET persons/search, POST hires, POST persons/{personId}/contracts for rehires and POST persons/{personId}/contracts/{contractId}/Adjustments with effectiveDate. Every POST returns 202 with an id; the outcome is in hrssWorkflowStatus (isActive false, then endStatus). Scope HSS_startWorkflow; the X-Raet-Workflow header selects a workflow. No termination endpoint.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in ADP Workforce Now | Field in Visma Raet YouForce | Notes |
|---|---|---|
associateOID | Extra veld op de persoon in YouForce | Unique across ADP |
person/legalName en birthDate | Gegevens voor persons/search en de aanvraag | Surname at birth, prefix, date of birth |
workAssignments/hireDate | hireDate | |
workAssignments/jobCode | jobProfile | Through a lookup to YouForce codes |
workAssignments/homeOrganizationalUnits | organizationUnit | |
workAssignments/standardHours | amountOfHours | |
workAssignments/terminationDate | Taak met laatste werkdag | No update in YouForce |
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