DyLeave, absence and time
HiBob to Dyflexis integration: employees and working patterns from Bob automatically in scheduling
With an integration between HiBob and Dyflexis, new employees from Bob appear in Dyflexis automatically, with site, contract type, hours and working days from their working pattern, and the termination date. Changes in Bob go through immediately, also when they take effect later, so scheduling no longer lags behind HR.
What the integration does
Employers that use HiBob for HR and Dyflexis for schedules enter every new worker twice. When someone moves from a permanent contract to on-call, the planner only sees it once they have already been scheduled with fixed hours.
- HR creates the employee in Bob or records a new entry in the employment history.
- Bob reports the change; KoppelHet fetches the employee and the applicable entries.
- Only employees of sites with a Dyflexis location go through, with contract type, hours and working days.
- An administrator links the new employee once in Dyflexis; after that Dyflexis follows Bob.
- On termination the contract closes on the end date from Bob.
What to watch for with HiBob and Dyflexis
- Bob has three contract forms, full-time, part-time and Shifts, plus a pay type of salaried or hourly. Dyflexis works with contract types that indicate whether someone has a fixed base. KoppelHet derives the Dyflexis contract type from the combination, so an hourly paid employee on Shifts enters the schedule as on-call.
- Bob calculates hours per week from the employee's working pattern, with hours per day. Dyflexis also wants to know on how many days someone works on average. KoppelHet counts the days with hours in the actual pattern, so scheduling sees a 24-hour contract over three days differently from one over four.
- A change in Bob's employment history has an effective date, and Bob reports the new entry immediately. KoppelHet creates a new contract in Dyflexis from that date and ends the previous one a day earlier, so the planner already sees the switch while scheduling the coming weeks.
- Sites in Bob are global, each with its own default working pattern and holiday calendar. Dyflexis only schedules the locations set up in it. KoppelHet only sends employees of sites linked to a Dyflexis location in the table; the rest stays outside scheduling.
- What the integration can read from Bob depends on the service user's permissions per category. KoppelHet only requests the work, employment and lifecycle categories, not salary. Dyflexis therefore gets no hourly wage; that can be added later as an extension if scheduling wants to see labour cost.
- Bob distinguishes employment types, such as permanent, temporary, apprentice or contractor, and organisations add their own. Per type we agree whether someone goes to Dyflexis. An externally hired specialist then stays out of the roster, while a seasonal worker does not.
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
Can approved time off from Bob reach Dyflexis?
Bob can supply changes to time off requests, but the public Dyflexis API has no entry point for supplying time off. That is why time off is not part of this integration. We check with Dyflexis whether it is possible and add it later if so.
Do worked hours go back to Bob?
No. Bob does not run Dutch payroll. The hours from Dyflexis go to the payroll system of the Dutch entity, which is a separate integration that can be added later as an extension.
What happens to employees already in Dyflexis?
At the start an administrator links them in Dyflexis to the employees from Bob. After that name, contract and dates come from Bob.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HiBob is read through signed employee data webhooks (also for new entries in the work, employment and lifecycle history tables, with the entry's effectiveDate) and the People API for retrieval. From the employment table among others contract (Full-Time, Part-Time, Shifts), salaryPayType (Salaries or Hourly), type, weeklyHours, fte and actualWorkingPattern. Permissions through the service user's permission group.
- Dyflexis is written through POST /api2/external-employees/{employeeReference} and POST /api2/external-employees/{employeeReference}/contracts (contractReference, office, type, start, end, hours, days). Upserts on the reference; scope external_employees. Locations through GET /api2/offices, contract types with fixedBase through GET /api2/contract-types.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in Dyflexis | Notes |
|---|---|---|
root.id | employeeReference | Fixed key, also when name or email changes |
work.employeeIdInCompany | personnelNumber | |
root.firstName, root.surname | firstName, lastName | |
root.email | email | |
work.startDate en lifecycle-einddatum | employmentStart en employmentEnd | |
work.site | office | Through a table from Bob sites to Dyflexis locations |
employment.contract en salaryPayType | type (contracttype) | Full-Time, Part-Time or Shifts, combined with salaried or hourly |
employment.weeklyHours | hours | |
employment.actualWorkingPattern | days | Number of days with hours in the pattern |
employment.effectiveDate | start van het contract |
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