ShLeave, absence and time
Dayforce to Shiftbase integration: employees, weekly hours and location from Dayforce in the schedule
With an integration between Dayforce and Shiftbase, new hires, normal weekly hours, location and departures from Dayforce reach Shiftbase automatically, with a new contract as soon as hours or location change. KoppelHet only fetches the Dutch org units that schedule in Shiftbase, and prepares changes with a future date ahead of time.
What the integration does
Organisations that use Dayforce as their international HR system and schedule with Shiftbase in the Netherlands maintain employees in Shiftbase by hand. An hours change only reaches the schedule when the employee complains about it, and plus and minus hours are already off for weeks by then.
- KoppelHet searches Dayforce for employees of the Dutch org units that changed, were hired or are leaving since the previous run.
- Per employee KoppelHet fetches employment statuses and work assignments, including those with a later effective date.
- The employee goes into the department of their primary location in Shiftbase, with a contract from the hire date.
- Different weekly hours or another location end the current contract; a new contract starts on the effective date from Dayforce.
- On departure the contract gets the end date and the employee becomes inactive in Shiftbase.
What to watch for with Dayforce and Shiftbase
- Without a filter Dayforce returns all employees, worldwide. The search can filter on org unit and on pay class. KoppelHet only searches within the Dutch units that schedule in Shiftbase, so colleagues in other countries or at head office do not appear in the schedule.
- In Dayforce the search on change date can be limited to certain parts, such as employment statuses or work assignments. KoppelHet only requests changes in those parts, so a new home address or a course does not trigger a new run to Shiftbase.
- Dayforce puts the normal weekly hours on the employment status. Shiftbase has no weekly hours in a contract, only hours per day. KoppelHet divides the weekly hours by the number of working days that belongs to the contract type, so Shiftbase calculates holiday hours and minus hours per day correctly.
- Changing a contract in Shiftbase also changes past plus and minus hours within that contract. With a date range Dayforce also returns future rows. KoppelHet sets a future hours change as a new contract with that effective date, instead of editing the current contract.
- Dayforce has a most recent hire date and an original hire date. When a former employee returns, KoppelHet searches on the most recent date and reactivates the existing Shiftbase employee with a new contract, so no second profile with the same email address is created.
- Dayforce omits a field when it is empty or when the API user's role has no rights to it. An employee without a location or weekly hours therefore cannot give Shiftbase a meaningful contract. KoppelHet then creates no employee and reports it to HR.
- A work assignment in Dayforce can be primary or not, and an employee can work at two locations. In Shiftbase a contract belongs to one department, which is also the cost centre. KoppelHet puts the contract on the primary location; at the second location the planner schedules them through a team in that department.
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
Which rights does the API user need in Dayforce?
The role feature RESTful Services > Employee and read access to the fields that go to Shiftbase. Other fields stay invisible to the integration.
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 https://www.dayforcehcm.com/api/{CompanyName}/V1/Employees with orgUnitXRefCode, filterUpdatedStartDate and filterUpdatedEndDate (with filterUpdatedEntities), filterHireStartDate/EndDate and filterTerminationStartDate/EndDate; without parameters all employees are returned. Then per XRefCode with Expand=EmploymentStatuses,WorkAssignments (NormalWeeklyHours, PayType, PayClass, Location, IsPrimary, FTE, EffectiveStart, EffectiveEnd) and ContextDateRangeFrom/To. Role feature RESTful Services > Employee and field-level access required.
- Shiftbase through the Shiftbase API (JSON) with an API token from Settings, App center, Public API, for employees, contracts, departments and teams. Endpoint details on developer.shiftbase.com.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Dayforce | Field in Shiftbase | Notes |
|---|---|---|
XRefCode | Personeelsnummer in Shiftbase | |
FirstName, LastName, zakelijk e-mailadres | Naam en e-mail (inlog Shiftbase-app) | |
EmploymentStatuses.NormalWeeklyHours | Contracturen per dag | Divided by working days from a table |
EmploymentStatuses.PayType + PayClass | Contracttype | |
WorkAssignments.Location (IsPrimary) | Contractafdeling (ook kostenplaats) | |
EffectiveStart | Contract vanaf | |
Terminatiedatum | Contract tot, daarna inactief |
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