Leave, absence and time
Everhour to YouForce integration: approved clocked hours of hourly paid staff to payroll
With an integration between Everhour and Visma Raet YouForce, the clocked hours of employees on an hourly wage go to their employment in YouForce automatically as a pay component, once the week is approved in Everhour. Leave from YouForce comes back as time off in Everhour, so capacity planning knows who is away.
What the integration does
Organisations that use Everhour for project hours and clocking in and out, and run payroll in Visma Raet YouForce, add up the clocked hours of hourly paid staff per month and enter them per employment. Leave is only in YouForce, so Everhour schedules people who are off.
- Employees clock in and out in Everhour and submit their week.
- An admin approves the week, or parts of it.
- KoppelHet retrieves the approved days and finds the employment with an hourly wage in YouForce for each employee.
- The work time goes to YouForce as a pay component; KoppelHet follows processing per ticket.
- Leave from YouForce appears as approved time off in Everhour.
Back: Leave hours as time off
What to watch for with Everhour and Visma Raet YouForce
- Everhour has no user creation through the API, and YouForce only returns the work email with a separate scope for contact details. KoppelHet requests that scope and matches each Everhour user on email to a person in YouForce; without a match no hours are sent.
- YouForce processes hours on an employment, while Everhour has one user per person. If someone has more than one employment in YouForce, we record beforehand which employment receives the hourly paid hours, so they do not land on a fixed-salary contract.
- Everhour approves per week, but a week can be partly approved; which days is in the approval history. KoppelHet only sends the approved days, each with its own effective date, so YouForce places the hours in the right period.
- Everhour measures work time and breaks in seconds, YouForce expects a number of hours per pay component. KoppelHet converts to two decimals and checks that the week in YouForce adds up to the approved total in Everhour.
- Everhour sends no notification on approval and does not sign its webhooks. KoppelHet therefore checks the approval status per week itself and does not rely on an incoming notification as the trigger for payroll.
- YouForce supplies leave in hours, Everhour only knows time off as a whole, half, quarter or three-quarter day. KoppelHet rounds to the nearest part and reports leave that does not fit, so planning sees the difference.
- A delivery to YouForce is processed later; the first response is only a ticket. An hours line with status Error appears in the platform with the reason, so the admin in Everhour can correct the day and approve it again.
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 project hours also go to YouForce?
No. YouForce runs payroll, it does not book projects. Only the clocked work time of hourly paid staff is sent. Project hours to finance is a separate integration that can be added later as an extension.
Which Everhour account does the integration use?
An API key works with one user's rights. We use an admin account that may see the whole team's timesheets and record time off.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Everhour through api.everhour.com with an API key in X-Api-Key. Weekly timesheets through GET /timesheets?weekId= (approval.status pending, rejected, approved, partial_approved or discarded; days in approval.history[].days), clocked hours through GET /timecards (workTime and breakTime in seconds), users through GET /users. Time off through POST /resource-planner/assignments/time-off (timeOffType, timeOffPeriod full-day, half-of-day, quarter-of-day or half-and-quarter-of-day). Limit 100 requests per 10 seconds, above that 429 with Retry-After.
- YouForce through the WFM API. Writing with POST /{domain}/v1.0/PayComponents/{employment} (elementCode, value, effectiveDate; at most 100 elements, no duplicate elementCode) and GET /{domain}/v1.0/PayComponents/{ticketId}/status. Reading with Get_Basic (Persons, Employments), GetPrivateContactDetails for the email address and Get_leave for Leave Hours.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Everhour | Field in Visma Raet YouForce | Notes |
|---|---|---|
user (Everhour-id) en e-mailadres | Persoon in YouForce | Work email; requires an extra scope |
Medewerker met uurloon | Dienstverband (employment) | With several employments through a fixed rule |
timecard.workTime (seconden) | value (uren) | |
date van de dag | effectiveDate | |
Soort uren (gewerkt) | elementCode | Agreed with payroll |
YouForce Leave Hours (terug) | time-off-assignment met timeOffPeriod |
Related
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Everhour to AFAS integration: approved weekly timesheets as project costing in AFAS, leave back in planning
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Everhour to Nmbrs integration: approved hours of hourly paid staff as variable hours, leave back in planning
HiBob → Everhour
HiBob to Everhour integration: approved time off and balances from Bob in Everhour's resource planner
Personio → Everhour
Personio to Everhour integration: approved absences from Personio as time off in Everhour