Absence reporting (SIVI)
Exact HR to Visma Verzuim integration: employees, schedule hours and recovery stages from Exact Online in BlueVi
With an integration between Exact HR (Exact Online payroll) and Visma Verzuim, all employees of every Exact division are in BlueVi, with department and the hours from their schedule, and every absence registration with its recovery stages goes to the absence file automatically. The case manager and health service then see the same state as payroll.
What the integration does
Organisations that process payroll in Exact Online and have absence management done in Visma Verzuim enter employees and sick notifications twice. A new colleague is missing in BlueVi until the first sick notification, and a partial recovery is in Exact before it is in the file.
- Every night KoppelHet prepares the employees, employments, schedule hours and departments per division in BlueVi.
- A few times a day KoppelHet reads new absence registrations and recovery stages from Exact.
- The first stage becomes an absence course with a new file; BlueVi decides whether it belongs to a previous file.
- Every next stage becomes a new recovery percentage; the status recovered closes the absence.
- If the employment ends during the absence, the course gets the reason ill out of service.
What to watch for with Exact HR and Visma Verzuim
- BlueVi requires date of birth, gender and address for an employee. Exact Online only returns address and date of birth through the API if the integration user has a role for personal data. KoppelHet checks that role at intake, otherwise BlueVi rejects every new employee.
- BlueVi distinguishes the hours someone works from the collective agreement's standard hours. A schedule in Exact has exactly those two: average hours per week and the number of hours the collective agreement week is built on. KoppelHet takes both over, so the case manager sees how many hours a part-timer normally works.
- An absence in Exact consists of recovery stages with a disability percentage. BlueVi works with a recovery percentage where zero means fully sick. KoppelHet converts every stage to one hundred minus that percentage, with the stage's start date.
- Exact always creates a new registration on a new absence, even if it falls within four weeks of recovery. BlueVi itself adds such a course to the previous file when KoppelHet asks for a new file. The legal adding-up in BlueVi is therefore right, even though Exact holds two registrations.
- Every Exact division is its own employer, and also becomes its own employer in BlueVi with the departments of that division as organisational units. Company doctor and file officer then sit with the right employer.
- If an employment in Exact gets an end date while an absence is open, KoppelHet passes that date with the reason ill out of service to BlueVi. The file then stays open, and the case manager sees that UWV takes over the support.
- Divisions linked to Exact Officient no longer get new absence registrations in Exact Online according to Exact. KoppelHet recognises such a division and only sends its employees to BlueVi, with an alert that the absence needs another source.
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 notes on the absence go to BlueVi?
No. Notes in Exact stay in Exact. The health service records any medical details itself.
Does this also work with Exact Globe?
No. This page assumes Exact Online payroll.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Exact Online REST API with OAuth 2.0, per division and GET only - payroll/Employees (BirthDate, Gender and address only with a role for personal data), payroll/Employments, payroll/EmploymentOrganizations, hrm/Schedules (AverageHours, Hours, Main, StartDate), hrm/AbsenceRegistrations and hrm/AbsenceRegistrationTransactions (StartDate, PercentageDisablement, Status). Absence in the Plus, Professional and Premium packages; IsHRDivision in system/Divisions for Officient.
- BlueVi Case Management API (REST, OpenAPI 3) with an access token from client ID and secret and the Ocp-Apim-Subscription-Key header - /employer, /organizational-unit, /employee, /employment, /employment/contract (hoursPerWeek, normHoursPerWeek) and /absence-course (newDossier, employmentKey, dateStart, recoveryPercentage, recoveryReason, dateEmploymentEnd), each with an externalKey.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Exact HR | Field in Visma Verzuim | Notes |
|---|---|---|
Division | employer externalKey | |
EmployeeHID | employee externalKey en employeeNumber | |
BirthDate, Gender en adresvelden | person.dateOfBirth, person.gender, address | Requires an Exact role for personal data |
Employments (StartDate, EndDate) | employment (dateStart, dateEnd) | |
Schedules AverageHours | hoursPerWeek | |
Schedules Hours (CAO-uren) | normHoursPerWeek | |
EmploymentOrganizations DepartmentCode | organizational-unit | |
100 min PercentageDisablement | absence-course recoveryPercentage | |
Status 1 (hersteld) | recoveryReason recovered |
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