ASAbsence reporting (SIVI)
Darwinbox to the occupational health service via SIVI: approved sick leaves as absence reports
With an integration between Darwinbox and the occupational health service, approved sick leave of employees of the Dutch company in Darwinbox automatically becomes a sick, change or recovery report at your health service, in the SIVI format. For this KoppelHet fetches every hour the leave transactions approved or revoked since the previous run.
What the integration does
Organisations that use Darwinbox as HR system and have an occupational health service in the Netherlands now report sickness in Darwinbox and then again in the health service portal. Darwinbox is often set up from Asia for the whole group, without the Dutch absence standard.
- At the start we designate the leave types for sickness and record which company is the Dutch employer.
- Every hour KoppelHet requests the leave transactions approved, rejected or revoked since the previous run.
- Approved sickness of a Dutch employee goes to the health service as a sickness report, with employment and safety net.
- An extension becomes a change, the last day a recovery report.
- If reported sickness is revoked or rejected, HR gets a task to inform the health service.
What to watch for with Darwinbox and Arbodienst (SIVI)
- Darwinbox returns leave transactions per state, with a separate code for applied, waiting for the manager, approved, rejected and revoked by the employee. KoppelHet requests approved, rejected and revoked separately and only reports approved sickness to the health service.
- Instead of a period of leave days, Darwinbox can also return everything acted on since a given moment. KoppelHet uses the moment of the previous run, so an approval for sickness from weeks ago also reaches the health service straight away.
- Darwinbox gives per transaction the working days that count as leave and separately the half working days. Weekends and public holidays are therefore not included. KoppelHet passes a half working day on as fifty percent absence, so a morning of sickness does not reach the health service as a full day.
- The transaction holds the employee's message, a reason and the manager's message. They may mention a complaint. Those fields never go to the health service; only the leave type decides whether it is sickness.
- A transaction contains the name of the company. Darwinbox often runs for a whole group in several countries. KoppelHet only forwards sickness of employees of the Dutch company; absence in India or Singapore stays in Darwinbox.
- Darwinbox also has an API that can approve, reject or revoke leave. The integration with the health service only uses read APIs with its own key, so KoppelHet never changes a leave status in Darwinbox by accident.
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
Why every hour and not immediately?
We found no leave webhook in Darwinbox's public documentation. One run per hour is well in time for a sickness report.
Does the employee's message go along?
No. Message, reason and manager message stay in Darwinbox.
What if sickness is entered without an end date?
Darwinbox asks for a from and to date on leave. For long-term sickness we agree at the start how HR extends, so the health service gets a change and not a new sickness report.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Darwinbox Fetch Leave Transactions API - POST https://{subdomain}.darwinbox.in/leavesactionapi/leaveActionTakenLeaves with api_key, action (0 applied, 1 pending manager, 2 approved, 3 rejected, reversal revoked), from and to or action_from, optionally employee_no (array) and unpaid. Fields include id, applied_leave_id, employee_no, company_name, leave_name, from, to, is_half_day, is_firsthalf_secondhalf, leave_days, half_working_days, message, leave_reason, manager_message and action_on. Basic Auth with api_key per endpoint or OAuth 2.0.
- The SIVI messages Employments, Employee data and Absence reports go to the health service, with Vangnet J/N (mandatory), organisational unit and a cause code without diagnosis. Transport under the SIVI 2025 interface specification (REST endpoint at the health service, XML in Base64 inside JSON, OAuth 2.0), with a return and processing message back.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Darwinbox | Field in Arbodienst (SIVI) | Notes |
|---|---|---|
employee_no | Identificatie werknemer | No citizen service number |
company_name (via tabel) | Werkgever en organisatie-eenheid | |
Leave transaction id | Verzuimgeval identificatie | |
from | Datum eerste verzuimdag | |
leave_days en half_working_days | Percentage verzuim | Half working day as fifty percent |
to + 1 dag | Datum hersteld en Einde verzuim J/N | |
leave_name | Filter op ziekte | |
Vaste waarde of eigen veld | Vangnet J/N | Darwinbox has no safety net concept |
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