HR to ERP
Dayforce to Dynamics 365 integration: employees from Dayforce in Business Central, with department and approver
With an integration between Dayforce and Microsoft Dynamics 365, every employee from Dayforce becomes an employee in Dynamics 365 Business Central, with the department of the primary assignment as a dimension and the direct manager as time sheet approver. A transfer entered in advance in Dayforce only takes effect in Business Central on the effective date, and a departure sets the employee to terminated.
What the integration does
Organisations with Dayforce for HR and payroll and Business Central for finance and projects often maintain employees in Business Central by hand. Departments then lag behind Dayforce, and someone who leaves can still approve time sheets for weeks.
- KoppelHet asks Dayforce which employees have a changed assignment or status since the previous run.
- Per employee KoppelHet fetches the details, with assignments, statuses and managers.
- KoppelHet creates or updates the employee in Business Central, with the department of the primary assignment as a dimension.
- The direct manager becomes the time sheet approver of the related resource.
- On departure the employee gets the termination date and the status terminated.
What to watch for with Dayforce and Microsoft Dynamics 365
- The employee list from Dayforce contains only XRefCodes, no data. The changed-date filter searches the whole HR model by default, so a new phone number counts too. KoppelHet limits the filter to work assignments and employment statuses and only fetches details for those employees.
- An employee in Dayforce can have several concurrent work assignments, each with its own department and location, one of which is primary. An employee in Business Central has one default value per dimension. KoppelHet takes the department of the primary assignment; secondary assignments stay out of Business Central.
- Dayforce returns data as it applies on a context date, today by default. Business Central has no effective dates for an employee. KoppelHet therefore also looks with a context date in the coming weeks, sees a transfer entered in advance, and only changes the department in Business Central on the day itself.
- Dayforce omits a field without a value from the response, and also a field the web service user's role has no access to. A missing department therefore does not mean it is empty. KoppelHet checks the role's field access at the start and never clears a dimension in Business Central based on a missing field.
- Besides managers at employee level, Dayforce has a separate direct manager per work assignment. In Business Central a user approves time sheets, not an employee. KoppelHet takes the direct manager of the primary assignment, finds the Business Central user by email and reports a manager without a user to the administrator.
- Employment statuses in Dayforce are set up per client, with their own codes for, say, active, leave and terminated. Business Central only knows active, inactive and terminated. KoppelHet translates the codes with a table recorded at the start; a new code in Dayforce becomes an alert first.
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 pay data sent to Business Central?
No. Business Central does not need salary for hours and expenses. The web service user's role therefore gets no access to pay fields.
Can the payroll journal from Dayforce go to Business Central too?
That is a separate integration and can be added later as an extension. This integration keeps employees, departments and approvers current.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Dayforce through the REST API (https://www.dayforcehcm.com/api/{CompanyName}/V1/Employees) - list with filterUpdatedStartDate, FilterUpdatedEndDate and filterUpdatedEntities (WorkAssignments, EmploymentStatuses); details per XRefCode with expand WorkAssignments, EmploymentStatuses, EmployeeManagers and EmployeeWorkAssignmentManagers and contextDate. Web Services Field-Level Access per data element; empty fields are absent from the response.
- Business Central through API v2.0 per company - employees (POST, PATCH; status Active, Inactive or Terminated, employmentDate, terminationDate) and defaultDimensions with parentType Employee; dimensionValues GET only. Approver through Time Sheet Approver User ID on the resource.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Dayforce | Field in Microsoft Dynamics 365 | Notes |
|---|---|---|
XRefCode | number | Fixed key between both systems |
FirstName, LastName | givenName, surname | |
WorkAssignments (IsPrimary): Position, Job | jobTitle | |
WorkAssignments (IsPrimary): Department | defaultDimensions (afdeling) | Lookup table to an existing dimension value |
Zakelijk e-mailadres | email | |
EmployeeWorkAssignmentManagers | Time Sheet Approver User ID | Through the manager's email address |
HireDate | employmentDate | |
EmploymentStatuses | status en terminationDate | Client-specific statuses through a table |
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