Absence reporting (SIVI)
Factorial to the occupational health service via SIVI: sick leave as absence reports
With an integration between Factorial and the occupational health service, approved sick leave of employees of the Dutch entity in Factorial automatically becomes a sick, change or recovery report at the health service, in the SIVI format. A sickness report without an end date stays open at the health service until HR fills in the last day in Factorial.
What the integration does
Organisations that use Factorial for leave and absence and have an occupational health service in the Netherlands now enter sickness twice, in Factorial and in the health service portal. Factorial is often used in several countries, so HR also has to work out which sickness reports belong with the Dutch health service.
- At the start we designate the leave types that mean sickness and check whether they may be open-ended.
- Factorial sends a webhook on creation, approval, change or deletion; KoppelHet fetches the leave with the duration per day.
- Approved sickness of a Dutch employee goes to the health service as a sickness report.
- When HR fills in the last day or the duration changes, a change or recovery report follows.
- A daily check also finds deleted leaves; a deleted sickness that was already reported becomes a task for HR.
What to watch for with Factorial and Arbodienst (SIVI)
- A leave type in Factorial can allow open-ended leaves. Sickness without a last day stays open at the health service, and only when HR fills in the end date does the recovery report go, with the next day as recovery date. If open-ended is off for sickness, we recommend switching it on at the start.
- Whether a leave is approved is stored in Factorial as yes, no or still empty. Only yes becomes a sickness report. A leave type can also be set up without approval; the request is then approved straight away and the integration reports sickness immediately.
- Factorial can give a per-day overview of the workable and the used units for each leave. KoppelHet uses that to calculate the absence percentage per day, also for half days or hours, so a morning of sickness does not reach the health service as a full day.
- Factorial has a separate webhook for deleting several leaves at once. When it arrives, KoppelHet immediately compares all ongoing sickness with the health service, so a clean-up in Factorial does not silently leave a series of reports behind.
- Deleted leaves only come back when the integration explicitly asks for them. The daily check does that, so a deleted sickness already at the health service becomes a task for HR.
- A leave can carry a reason, a description and an attachment such as a doctor's sick note. Those fields and files never go to the health service; only the leave type decides whether it is sickness.
- Factorial's API version is part of the path, with a date. When a new version appears we test the integration first, so a changed field does not stop the sickness reports.
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
Does sickness need a different setup in Factorial?
Usually only that sick leave may be open-ended. That way long-term absence starts without HR having to guess a date.
Does the doctor's sick note go along?
No. Attachments, reason and description stay in Factorial.
What if we use Factorial in several countries?
Only sickness of the Dutch entity goes to the health service. Other countries stay outside the integration.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Factorial through the webhooks timeoff/leave/create, /approve, /reject, /update, /delete and /bulk_delete, and GET /api/2026-10-01/resources/timeoff/leaves with employee_ids[], leave_type_id[], from and to (from also returns leaves without an end date), approved, include_deleted_leaves and include_duration_by_day. Fields include id, employee_id, start_on, finish_on (null when open-ended), half_day, hours_amount_in_cents, approved (true, false or null), leave_type_id, reason, description, deleted_at and duration_by_day_attributes. Leave types with approval_required, allow_endless, attachment and half_days_units_enabled.
- The SIVI messages Employments, Employee data and Absence reports go to the health service, with Vangnet J/N (mandatory), organisational unit and a cause code without diagnosis. Transport under the SIVI 2025 interface specification (REST endpoint at the health service, XML in Base64 inside JSON, OAuth 2.0), with a return and processing message back.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Factorial | Field in Arbodienst (SIVI) | Notes |
|---|---|---|
employee_id | Identificatie werknemer | No citizen service number |
Contract van de Nederlandse entiteit | Identificatie dienstverband | |
Leave id | Verzuimgeval identificatie | |
start_on | Datum eerste verzuimdag | |
duration_by_day_attributes, half_day of hours_amount_in_cents | Percentage verzuim | |
finish_on + 1 dag | Datum hersteld en Einde verzuim J/N | Empty while the sickness is open |
leave_type_id | Filter op ziekte | |
Eigen veld in Factorial | Vangnet J/N | Factorial has no safety net concept |
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