Leave, absence and time
HiBob to Deputy integration: employees, approved time off and leave balances from Bob in the schedule
With an integration between HiBob and Deputy, shift workers from Bob reach Deputy at the right location, and approved time off and leave balances from Bob appear in the schedule. KoppelHet links Bob sites to Deputy locations through a table, even when the names differ.
What the integration does
Organisations that do HR in HiBob and schedule shift workers in Deputy often enter time off that HR manages in Bob into the schedule by hand. An afternoon off or a moved request then easily goes wrong.
- HR creates an employee in Bob or changes their site.
- KoppelHet looks up the Deputy location for that site in a table and creates the employee with an agreement carrying the Bob ID as payroll ID.
- Time off approved in Bob arrives in Deputy as approved leave with start and end time per day.
- Daily, KoppelHet writes the Bob balance per leave type to Deputy.
- On the termination date from Bob, KoppelHet terminates the employee in Deputy.
What to watch for with HiBob and Deputy
- KoppelHet works with a table from Bob sites to Deputy locations, so a site with its own name can belong to a Deputy location named after a store number, and reports a site without a match.
- Deputy records leave in hours with a start and end time. Besides full days, Bob also has mornings, afternoons, hours per day and a percentage of each day. KoppelHet requests the duration per day from Bob and converts it into start and end times in Deputy, so an afternoon off also shows as an afternoon in the schedule.
- When someone moves the dates of a request in Bob, Bob replaces it with a new request with its own number and a reference to the previous one. KoppelHet puts the Bob number as external ID on the Deputy leave, finds the old leave that way and replaces it, so no two leave periods stay in the schedule.
- Bob has time off without an end date, for example for long-term absence. Deputy always wants an end date. KoppelHet enters such leave up to a fixed horizon in Deputy, moves that horizon every week and sets the real end date as soon as Bob reports it is known.
- A leave balance in Deputy is replaced through the API, not added to, and does not work for Deputy installs in the United Kingdom. Bob gives the balance per leave type as of a chosen date. Every morning KoppelHet requests that day's balance and writes it in hours to Deputy, and skips installs in the United Kingdom.
- Bob only reports a departure at midnight on the effective date, in the site's time zone. Deputy terminates an employee immediately, with no future date. KoppelHet therefore terminates on that notification, so the employee stays in the schedule until their last day and cannot be scheduled after it.
- Time off that Bob approves automatically produces two notifications in a row: requested and approved. Deputy would show an open request for the manager on the first one. KoppelHet waits for the approval and enters the leave in Deputy as approved straight away, so a manager in Deputy has nothing to review.
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 approved timesheets go back to Bob?
Not in this integration. Hours go from Deputy to payroll; hours to Bob can be added later as an extension.
What if a Bob time off type has no leave rule in Deputy?
Then the leave is not entered and an alert appears. HR links a leave rule or confirms the type is not needed in the schedule.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HiBob through the REST API with a service user. Employee webhooks (employee.created, employee.updated, employee.left at midnight on the effective date in the site's time zone). Time off webhooks approved, updated (on changed dates a new request with originalRequestId and previousRequestId), cancelled, deleted and set end date; details through GET /timeoff/employees/{id}/requests/{requestId}?includeDailyDurations=true. Balance through GET /timeoff/employees/{id}/balance per policy type and date.
- Deputy through POST /api/management/v2/employees (firstName, lastName, displayName, primaryLocation, workplaces[].agreement.payrollId, externalId, startDate) and POST /api/v1/supervise/employee/{employeeid}/terminate. Leave through POST /api/v1/resource/Leave (Employee, LeaveRule, Company, DateStart, DateEnd, Start, End as unix time, Status 1, ExternalId); balance through POST /api/v1/resource/LeaveAccrual (Hours, TransactionDate).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in Deputy | Notes |
|---|---|---|
Employee ID (Bob) | workplaces[].agreement.payrollId en externalId | |
firstName, surname, work.email | firstName, lastName, contact.email1 | |
work.site | primaryLocation en workplaces[].location | Through a table of sites to Deputy locations |
work.startDate | startDate | |
Time off request (approved), policyType | Leave met Status 1, LeaveRule en ExternalId | |
Daily durations (includeDailyDurations) | Start en End per dag | |
Time off balance (per policy type) | LeaveAccrual (Hours) | |
employee.left | terminate |
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