ShLeave, absence and time
AFAS to Shiftbase integration: employees and schedules to scheduling, hours and leave back to AFAS
With an integration between AFAS Profit and Shiftbase, new hires, contracts and scheduled hours from AFAS reach Shiftbase automatically, and approved hours, surcharges and leave go back to AFAS for payroll. KoppelHet posts the hours without a manual send step, keeps several employers apart and takes schedules per day, also when they do not run in equal weeks.
What the integration does
Employers that run HR and payroll in AFAS Profit and schedule in Shiftbase often send the hours to AFAS by hand per administration. Part-timers with a schedule that varies by week are in Shiftbase with an average, so plus and minus hours are wrong.
- HR records a new employee in AFAS, with contract, schedule and department.
- KoppelHet puts the employee into Shiftbase in the team that belongs to the department or cost centre, with the schedule as it stands in AFAS.
- Employees work their shifts and request leave in Shiftbase; the manager approves.
- KoppelHet fetches the approved hours and posts them per pay component as wage entries in AFAS, without anyone sending a report.
- Approved leave arrives in AFAS as a leave entry. A correction in Shiftbase lands on the line posted earlier.
Back: Worked hours per pay component as wage entries · Surcharges, kilometres and meals · Leave entries
What to watch for with AFAS Profit and Shiftbase
- If hours per week are spread evenly over the working days, someone who works eight hours on Monday and four on Friday gets six twice in Shiftbase. KoppelHet takes the schedule per day from AFAS, so plus and minus hours are right.
- KoppelHet posts approved hours as wage entries without anyone sending a report in Shiftbase, and shows before the close which employees still have unapproved hours.
- If an employee is matched on email address or social security number, a changed email address or a second employment can produce a new employee in Shiftbase. KoppelHet only uses the employee number with the employment as the key.
- In Shiftbase an employee number must be unique across all administrations. If each operating company in AFAS numbers from 1, that clashes. KoppelHet builds the key from employer and employee number, without AFAS having to number differently.
- An on-call worker with minimum hours is neither a regular hourly worker nor a permanent employee. KoppelHet records per contract type in AFAS how the hours are handled in Shiftbase.
- AFAS takes leave as an entry with a duration in minutes, Shiftbase counts per leave type in hours or in days. A day of leave in Shiftbase becomes the number of minutes that belongs to that day's schedule in AFAS.
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 an hour not posted twice if we resend a period?
No. KoppelHet records per line what is already in AFAS and uses the wage entry's unique key, so a second delivery adjusts the first instead of landing next to it.
Where is the leave balance kept?
In the smallest setup in AFAS: Shiftbase supplies leave taken and AFAS keeps the balance. Showing the balance back in Shiftbase can be added later as an extension.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- AFAS is read with a dedicated GetConnector on employees, employments, schedules and organisational units, filtered on change date. Wage entries go through HrCompMutGUID (unique key for corrections), leave through HrAbsence with duration in minutes. Access through a dedicated app connector with a token.
- Shiftbase is read and written through the Shiftbase API with an API token for the Public API, for employees, contracts, teams, approved timesheets and absence.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AFAS Profit | Field in Shiftbase | Notes |
|---|---|---|
Medewerker (AFAS) | Personeelsnummer (Shiftbase) | Fixed key, unique across all employers |
Werkgever | Shiftbase-account of afdelingen per werkgever | |
Afdeling of kostenplaats | Team (contractafdeling) | Through a mapping table |
Contracttype (uurloner of vaste kracht) | Contracttype in Shiftbase | |
Rooster per dag of per week | Contracturen per dag | Also for schedules that differ per week |
Uursoort (Shiftbase) | Looncomponent via HrCompMutGUID | Each hour type its own pay component |
Afwezigheidstype (Shiftbase) | Verlofsoort via HrAbsence | Duration in minutes |
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