Leave, absence and time
Dayforce to Protime integration: employees, contract and department and location history from Dayforce in Protime
With an integration between Dayforce and Protime, every employee from Dayforce appears automatically in Protime, with a contract based on normal weekly hours and FTE and with department and location from the effective date in Dayforce. A termination in Dayforce sets the end date in Protime, so nobody clocks after the last working day.
What the integration does
Organisations that use Dayforce for HR and pay and clock in Protime at their Benelux sites retype every hire and contract change. A transfer to another department only reaches Protime when the team leader asks for it, and balances are wrong until then.
- HR records a hire, contract change, transfer or termination in Dayforce.
- KoppelHet looks up changed employees by change date, limited to employment status and assignments.
- Protime receives the person with the XRefCode as employee number and reference, and a contract in minutes.
- Department and location go to Protime as history, with the effective date from Dayforce.
- On a termination Protime receives the end date.
What to watch for with Dayforce and Protime
- Dayforce searches by change date across the whole HR model, including parts that do not matter for clocking, such as addresses or bank details. KoppelHet limits the query to employment status and assignments, so Protime is only updated when something changes for time registration.
- In Dayforce normal weekly hours sit on the employment status and FTE on the assignment. Protime asks for contract hours and the hours of a full-time week, both in minutes and between 1 and 5999. KoppelHet derives the full-time norm by dividing the weekly hours by the FTE and checks that both values fall within that limit.
- Dayforce reports an employee as changed on the day a new record takes effect. Protime keeps department and location as history with a start date. KoppelHet writes the entry with the effective date from Dayforce, even if it was entered a few days earlier, so balances in Protime count on the new department from the right day.
- Dayforce requires an employee's XRefCode as an exact value; a deviation returns an error. In Protime that same code becomes the employee number and the external reference. Protime refuses a second person with that reference, so a repeated request after an outage creates no duplicate employee.
- An element without a value is missing from Dayforce's response, as is an element the web service user has no field-level access to. For the integration the two cannot be told apart. KoppelHet checks at the start with a few known employees that weekly hours, FTE, department and location come back, before Protime is filled.
- Absence can only be read in Protime. Leave approved in Dayforce therefore cannot reach Protime through the API. Leave is requested in Protime, at the clock; if payroll wants to see it back in Dayforce, that is a separate flow that can be added later as an extension.
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 clocked hours from Protime go to Dayforce?
Not in this integration. Hours to payroll can be added later as an extension.
Do all employees from Dayforce go to Protime?
No, only those at the locations or org units that clock in Protime. We set that filter at the start.
What if a Dayforce department does not exist in Protime?
Then the old department stays and an alert appears in the platform. After it is created in Protime, the next round applies the change.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Dayforce through the RESTful Web Services. GET /V1/Employees with filterUpdatedStartDate, filterUpdatedEndDate and filterUpdatedEntities, and filterHireStartDate and filterTerminationStartDate for the check; details per XRefCode with Expand=EmploymentStatuses,WorkAssignments (NormalWeeklyHours, PayType, PayClass, Location, IsPrimary, FTE, EffectiveStart, EffectiveEnd). Elements without a value are not returned; role feature RESTful Services > Employee with field-level access per element.
- Protime through the Protime API (v1) with OAuth 2.0 client credentials. POST people with externalReferenceIdentifier @employee-number (409 on an existing reference), POST contracts (contractHoursInMinutes, fullTimeEquivalentInMinutes, numberOfDaysInContractPeriod 7), and the history for department and work-location with originalFrom and updatedFrom. Absences only have a read scope.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Dayforce | Field in Protime | Notes |
|---|---|---|
XRefCode | employeeNumber en externalReferenceIdentifier (@employee-number) | |
FirstName en LastName | firstName, lastName | |
HireDate en TerminationDate | inServiceDate en outOfServiceDate | |
EmploymentStatuses.NormalWeeklyHours | contractHoursInMinutes | Hours times sixty |
NormalWeeklyHours en WorkAssignments.FTE | fullTimeEquivalentInMinutes | Weekly hours divided by FTE |
Afdeling van de primaire toewijzing | department-history | |
WorkAssignments.Location (IsPrimary) | work-location-history | |
EffectiveStart | Startdatum van de historieregel |
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