Absence reporting (SIVI)
Hailey HR to the occupational health service via SIVI: sick days from the Hailey calendar as absence reports
With an integration between Hailey HR and the occupational health service, approved sick days of Dutch employees in Hailey HR automatically become sick, change or recovery reports at the health service, in the SIVI format. Hailey records time off per day with a scope between zero and one, and KoppelHet turns that into absence cases with a percentage.
What the integration does
Organisations that use Hailey HR for personnel files and leave, and have a health service in the Netherlands, now report sick colleagues by hand in the health service portal. An employee who starts working half days is already half sick in the Hailey calendar, but still fully sick at the health service.
- At the start we pick the time off reasons in Hailey that mean sickness.
- When something changes for an employee, Hailey sends a webhook and KoppelHet fetches that person's time off.
- Consecutive approved sick days become one absence case with a first day of absence.
- When the scope per day changes, a change of the percentage goes to the health service.
- When a working day without sickness follows, the recovery report is sent. Deleted days that were already reported become a task for HR.
What to watch for with Hailey HR and Arbodienst (SIVI)
- Hailey has no sickness period with a start and end. The API returns separate calendar days per employee. KoppelHet merges consecutive sick days into one absence case, where weekends and days off in the schedule do not break the sequence.
- Every day of time off in Hailey has a scope between zero and one, or a number of minutes. A scope of 0.5 becomes fifty percent absence at the health service. If the scope changes from one day to the next, the health service gets a change with that day as the effective date.
- The API returns both requested and approved time off. Each day shows whether it was approved and when. KoppelHet only reports approved days, so a request still waiting for the manager does not already show at the health service.
- Time off reasons in Hailey have a name and a category, set up per company. At the start we choose which reasons mean sickness; holiday, care leave and other reasons never go to the health service.
- A Hailey webhook only contains the employee or company ID, not what changed. KoppelHet therefore fetches that employee's time off again and compares it with what was already reported. A sick day that has disappeared is noticed that way too.
- An employee in Hailey can have several employments, with a priority for overlapping periods. The time off itself names no employment, so KoppelHet reports the absence on the employment with the highest priority at the Dutch employer.
- Hailey's personal access token is valid for one year and can be extended without changing. KoppelHet extends it in time, so the sickness reports do not stop. Which data the token sees depends on the rights of the user who creates it.
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 HR need to fill in an end date in Hailey?
No. As long as there are sick days in the calendar, the absence stays open. The first working day without sickness becomes the recovery date.
What happens to sickness that is not yet approved?
It waits. Only after approval in Hailey does the sickness report go to the health service.
What if a colleague in Sweden is sick?
Then nothing happens. Only employees with a Dutch employment go to the health service.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Hailey HR API (v1) with a personal access token as bearer, extended through POST /PersonalAccessToken/Extend. GET /TimeOff with from and to; per employee timeOffDates with date, scope, minutes, isApproved, approvalDate and timeOffReasonId, and in the settings timeOffReasons with reason and timeOffCategory. Employments through GET /Employments (priority). Webhooks with companyId or employeeId, configured under integrations in Hailey.
- The SIVI messages Employments, Employee data and Absence reports go to the health service, with processing code new, changed or correction, Vangnet J/N (mandatory) 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 Hailey HR | Field in Arbodienst (SIVI) | Notes |
|---|---|---|
employeeId | Identificatie werknemer | No citizen service number |
Employment met hoogste priority | Identificatie dienstverband | |
Eerste dag van de reeks | Datum eerste verzuimdag en verzuimgeval | |
scope (0 tot 1) per dag | Percentage verzuim | Times one hundred |
Eerste werkdag zonder ziekte | Datum hersteld en Einde verzuim J/N | |
timeOffReasonId met timeOffCategory | Filter op ziekte | Not sent itself |
Eigen veld in Hailey | Vangnet J/N |
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