Leave, absence and time
HiBob to Everhour integration: approved time off and balances from Bob in Everhour's resource planner
With an integration between HiBob and Everhour, time off approved in Bob appears automatically as time off in Everhour's resource planner, and every user gets their leave balance from Bob. New and departed employees from Bob appear as a worklist for the Everhour admin, because Everhour does not allow users to be created through the API.
What the integration does
Organisations that do HR in HiBob and track project hours and capacity in Everhour do not see in Everhour's planner who is off. Project leads then schedule work on days someone is on holiday, or track leave by hand.
- An employee requests time off in Bob and the manager approves it.
- KoppelHet looks up the Everhour user by email and enters the time off as approved in the planner, without an extra notification.
- If the request in Bob changes or lapses, KoppelHet updates the time off in Everhour or deletes it with a reason.
- Daily, KoppelHet sets the balance from Bob on the leave allocation in Everhour.
- New and departed employees appear on a worklist for the Everhour admin.
What to watch for with HiBob and Everhour
- Everhour only knows a full day, a half, a quarter or three-quarter day, or a fixed time in seconds for time off. Bob also has mornings, afternoons, hours per day and a percentage of each day. KoppelHet converts a morning or afternoon to a half day and time off in hours to a fixed time, so capacity in Everhour matches what was approved in Bob.
- When someone moves the dates of a request in Bob, Bob creates a new request referring to the previous one. Everhour can update a time off entry or delete it with a reason. KoppelHet keeps the Everhour ID for each Bob number, updates the existing time off and puts the new Bob number in the note.
- For a request that Bob approves automatically, the requested and approved notifications follow each other directly. Everhour can store time off as a request or as approved, and can send its own notification. KoppelHet only reacts to the approval, stores it as approved and switches off Everhour's notification, so the employee does not get two messages.
- Bob has time off without an end date, while Everhour requires an end date for every time off entry. KoppelHet books such time off in Everhour up to a fixed date ahead and extends it every week. As soon as Bob reports the end date, KoppelHet sets it in Everhour.
- Everhour keeps an allocation in days per user and leave type, with a separate field for carried-over days. Bob gives the balance per policy type as of a chosen date. KoppelHet requests that day's balance and puts the accrued and carried-over parts separately in the allocation, so the planner sees how much leave is still open.
- Users cannot be created or removed in Everhour through the API. Bob does report a new employee and a departure straight away. KoppelHet puts both on a worklist for the Everhour admin and then checks whether the user has the removed status in Everhour, so a departed colleague does not keep counting in capacity.
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 hours from Everhour go back to Bob?
Not in this integration. Hours stay in Everhour for projects and invoicing; an hours flow can be added later as an extension.
Can employees request time off in Everhour itself?
They can, but then it is not in Bob. We agree that time off is requested in Bob.
What if a Bob employee has no Everhour account?
Then the time off is kept until the user exists in Everhour, and the employee is on the worklist.
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. 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}. Balance through GET /timeoff/employees/{id}/balance. Employee webhooks employee.created and employee.left.
- Everhour through the REST API on api.everhour.com with X-Api-Key. Users through GET /team/users (including removed; status active, invited, pending or removed). Time off through POST /resource-planner/assignments/time-off (users, startDate, endDate, timeOffType, timeOffPeriod full-day, half-of-day, quarter-of-day or half-and-quarter-of-day, time in seconds, status approved, sendNotification, note), PUT and DELETE /resource-planner/assignments/{id} (reason). Balances through /allocations (days, daysCarried, startDate, endDate).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in Everhour | Notes |
|---|---|---|
work.email | Everhour-gebruiker (GET /team/users?query=) | Read only; no creation through the API |
policyType | timeOffType | Through a table of Bob policy types to Everhour types |
startDate, endDate | startDate, endDate | |
startPortion / endPortion (morning, afternoon) | timeOffPeriod half-of-day | |
hours (verlof in uren) | time in seconden | |
Request ID (Bob) | note met Bob-nummer, assignment-ID bewaard door KoppelHet | |
Time off balance (per policy type) | Allocation (days, daysCarried) |
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