Leave, absence and time
Deel to Planday integration: own employees with work hours in Planday, approved time off and balance included
With an integration between Deel and Planday, every own employee from Deel appears in Planday automatically, with department, monthly hours from the Deel work schedule and an invitation as soon as there is a work email. Time off approved in Deel then appears in Planday as approved absence, and the balance in the Planday app follows the balance in Deel.
What the integration does
Organisations that manage their own employees in Deel HR and schedule hospitality, retail or care in Planday enter every new colleague into Planday by hand. They approve leave in Deel and then again in Planday, and the balance employees see in the Planday app does not match Deel.
- HR records an own employee in Deel; Deel sends a webhook.
- KoppelHet puts the employee in Planday, with department and monthly hours, first as a draft without login if there is no work email yet.
- As soon as Deel has a work email, KoppelHet invites the employee to Planday.
- A manager approves time off in Deel; KoppelHet submits it in Planday and approves it there straight away.
- Every night KoppelHet posts the difference in balance as an adjustment on the Planday leave account.
What to watch for with Deel and Planday
- Planday can create an employee without user name and email, as a draft, and invite them later. In Deel the work email of a new employee is sometimes only filled shortly before the start. KoppelHet therefore first creates a draft, so the site can already schedule, and sends the invitation as soon as Deel reports the work email.
- Planday records work hours per month, while Deel's work schedule gives the hours per weekday. KoppelHet adds up the week's hours, converts them to a monthly average and picks the Planday contract rule that matches that number of hours.
- A Planday portal can require a termination type when deactivating; without it Planday rejects the deactivation. Deel indicates per contract whether the employee left voluntarily. KoppelHet translates that to the portal's termination type, with the last working day from Deel as the date.
- Submitting leave in Planday takes two steps: first fetch a draft that Planday calculates per day from the leave account, then submit that draft. For a half first or last day from Deel, KoppelHet adjusts that day's registration before submitting, and approves the request straight after.
- When approving in Planday you can specify what happens to shifts already in the schedule. KoppelHet lets those shifts become open instead of deleting them, so the planner sees which shifts need a new person because of approved time off from Deel.
- Planday marks cancelling an absence request as deprecated and points to denying it. If someone deletes approved time off in Deel, KoppelHet denies the matching request in Planday, so the day is available again in the schedule.
- Deel gives the available balance per leave policy, and flags unlimited policies, which have no balance. Planday takes a balance as an adjustment on an accrual account with its own reference. KoppelHet only posts the difference for policies with a limit, with the Deel policy as the reference.
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
Can employees also request leave in the Planday app?
They can, but then it is not in Deel. In the smallest setup everyone requests leave in Deel. Leave from Planday back to Deel can be added later as an extension.
Do worked hours from Planday go to Deel?
Not in this integration. A flow of hours for payroll 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.
- Deel through the REST API (version 2026-01-01) with an API token or OAuth2 app (scopes people:read and time-off:read). Own employees through the webhooks Employee Created Direct and Employee Updated Direct and GET /rest/people/{hris_profile_id} (worker_id, department, work_location, employments with work_email, voluntarily_left and termination_last_day). Work schedule through GET /rest/time_offs/dailies, balances through GET /rest/time_offs/profile/{hris_profile_id}/entitlements (available, is_allowance_unlimited, accrual_unit). Time off through the webhooks time-off.reviewed, time-off.updated and time-off.deleted.
- Planday through the Open API with OAuth 2.0 per portal. POST /hr/v1.0/employees (departments required; without userName and email a draft), POST /hr/v1.0/employees/{employeeId}/invite, PUT /hr/v1.0/employees/deactivate/{employeeId} (date, terminationTypeId, keepShifts). Time off through GET /absence/v1.0/absencerequests/draft, POST /absence/v1.0/absencerequests, PUT .../{id}/approve (existingShifts, coverShifts) and .../{id}/deny; balances through POST /absence/v1.0/accounts/{accountId}/adjustments (value, effectiveDate, externalReference).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Deel | Field in Planday | Notes |
|---|---|---|
worker_id | salaryIdentifier | Fixed key |
first_name, last_name | firstName, lastName | |
employments[].work_email | userName en email (via invite) | |
department en work_location | departments en employeeGroups | Through a table |
work_schedule (uren per weekdag) | workHours (per maand) en contractRulesRuleId | |
direct_employee_termination_last_day en voluntarily_left | deactivate met date en terminationTypeId | |
Time off (approved) | Absence request: draft, submit, approve | |
Entitlements (available) | Adjustment op de verlofrekening met externalReference |
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