Payroll integration
HiBob to Loket integration: new hires and pay changes ready for the payroll run
With an integration between HiBob and Loket, a new employee from HiBob arrives in Loket as a concept employee, and salary, hours and end of employment go to the right employment with their effective date. Payroll only completes the Dutch payroll details and no longer retypes anything from Bob.
What the integration does
Employers that use HiBob, often set up by a head office abroad, and have a payroll bureau process salaries in Loket usually send changes in a monthly spreadsheet. The bureau retypes them, and retroactive pay rises are regularly missed.
- HR hires a new employee in HiBob. KoppelHet creates a concept employee in Loket at the right employer and starts the new hire checklist there.
- Payroll completes collective agreement, payroll tax credit and pension and converts the concept employee into an employee.
- A new salary line in HiBob goes to the employment's pay in Loket with its effective date, converted to the payroll period.
- A change in hours goes to the working hours, separate from the pay.
- A termination in HiBob ends the employment in Loket and sets a date on which self-service access expires.
What to watch for with HiBob and Loket
- Loket has a concept employee with its own new hire checklist. KoppelHet creates the HiBob employee as a concept and starts that checklist, so payroll keeps its usual review before anyone enters the payroll run.
- HiBob only reports a departure for accounts at midnight after the last day. That is too late for payroll, so KoppelHet already reacts to the entry HR records in Bob's lifecycle, even if it is weeks ahead.
- Salaries in HiBob are often an annual amount. Loket calculates per month, per four weeks or per week; KoppelHet converts the amount to the employer's payroll period, so for four weeks divided by thirteen and not by twelve.
- A salary line in HiBob has an effective date that can lie in the past. Loket settles such a change itself in the next run within the same year; if the date crosses the year boundary, payroll gets a warning.
- Pay and working hours are separate parts in Loket with their own start date. An hours change in HiBob therefore only changes the working hours, so a pay line is not closed unnecessarily.
- Loket has a date on which an employee's self-service access expires. KoppelHet sets it after the end of employment to a period you choose, so a leaver can still collect the final payslip and the annual statement.
- HiBob silently omits fields the service user has no rights to. KoppelHet checks that BSN and other required data are present before a concept is created in Loket, and otherwise notifies HR.
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 payroll tax credit and collective agreement also come from HiBob?
Usually not, because an internationally configured HiBob environment does not hold them. Payroll completes them in Loket when converting the concept, and the integration does not overwrite them afterwards.
Does this also work if a payroll bureau manages Loket for us?
Yes. The bureau gives the integration access to your employer in Loket; the bureau's other clients stay out of view.
Can we set this up while HiBob is still being implemented?
Yes. Loket has a test environment, so we test with the data already in HiBob and go live once your HiBob setup is finished.
What about the GDPR?
You are the controller and KoppelHet is the processor, under a data processing agreement. Every action of the integration is in the audit logging.
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 webhooks (employee events and table entry events for the historical tables work, employment, salary and lifecycle, with the entry's effectiveDate) and the People API. The service user has rights per category, for salary also on history.
- Loket is written through the Loket REST API with OAuth - create concept employee, initiate the new hire checklist workflow, convert to employee, wages, working hours, fiscal properties, payment information, end employment and the date on which ESS access is revoked. Loket has an acceptance environment with test data.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in Loket | Notes |
|---|---|---|
root.id | Personeelsnummer of vrij veld | Fixed key |
root.firstName en root.surname | Voornaam en achternaam | |
BSN (eigen veld in Bob) | Burgerservicenummer | Only if HR records it in Bob |
Site of legal entity | Werkgever | |
Startdatum (employment) | Begindatum dienstverband | |
Salary (base, periode, effectiveDate) | Loon per verloningsperiode, met begindatum | |
Uren per week | Arbeidstijd | |
Bankrekening | Betaalgegevens (SEPA) | Only if HR records it in Bob |
Einddatum (lifecycle) | Einde dienstverband en einddatum selfservice |
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