Payroll integration
HiBob to PayFit integration: new employees and approved time off from HiBob in PayFit
With an integration between HiBob and PayFit, new French employees from HiBob arrive in PayFit as collaborators with a contract, and approved time off becomes an absence. KoppelHet uses HiBob's webhooks and PayFit's public API for this.
What the integration does
Organisations that run HR in HiBob and payroll in PayFit often enter new employees and time off in both systems.
- KoppelHet creates a service user in HiBob with read rights on personal data, work, address and time off, and an API key with the required scopes in PayFit.
- For a new employee in the right entity KoppelHet creates the collaborator in PayFit.
- For a French employee the basic contract with job title and start date follows straight away.
- The payroll administrator completes the contract in PayFit.
- Approved time off from HiBob becomes a validated absence; KoppelHet cancels withdrawn time off.
What to watch for with HiBob and PayFit
- The public PayFit API can only create a collaborator and a basic contract, not update them. A salary change in HiBob therefore becomes a notification to payroll with KoppelHet, not a write action in PayFit.
- PayFit can only create a contract through the API for French companies. For employees paid in PayFit UK KoppelHet only creates the collaborator, while time off can still be passed on with PayFit's British absence types.
- HiBob sends webhooks for new employees and for changes in time off. KoppelHet uses them to create a collaborator within minutes.
- Fields the HiBob service user has no rights on are left out by HiBob without an error. An empty personal email for a new employee is therefore usually a permissions problem; KoppelHet then does not create an incomplete collaborator, because PayFit requires that address.
- An absence in PayFit starts and ends at a moment of the day, beginning, middle or end. PayFit therefore knows whole and half days. A time off request in HiBob can also be in hours or as a percentage of the day. KoppelHet passes on whole days, mornings and afternoons; a request in hours or percentages goes to payroll as a notification.
- An absence in PayFit cannot be changed through the API, only cancelled and created again. If an employee moves their time off in HiBob, HiBob replaces the request with a new one carrying a previousRequestId. KoppelHet uses that ID to cancel the old absence in PayFit and creates the new one.
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 KoppelHet also write salary changes to PayFit?
Not through the public API; it has no endpoint to change a running contract. KoppelHet reports the change to payroll with the effective date from HiBob.
Does this also work for British employees?
Partly. The collaborator and time off can go in, a contract through the API not yet; PayFit names the United Kingdom as a later country.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HiBob through the People API (POST /v1/people/search with selected fields) and signed webhooks for employee and time off events; authentication with a service user (ID and token) with rights per field category.
- PayFit through partner-api.payfit.com with an API key from PayFit's API integrations hub - POST collaborators, POST contracts (France only, 201 response without data, available after two to five minutes), POST absences and DELETE absence. companyId through the introspect call on oauth.payfit.com.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in PayFit | Notes |
|---|---|---|
root.firstName, root.surname | firstName, lastName | |
home.privateEmail | personalEmail | Required in PayFit |
address (thuisadres) | personalAddress | |
work.title | jobTitle (contract) | |
work.startDate | startDate (contract) | |
Verlofbeleid (policy type) | absence type, bijvoorbeeld fr_conges_payes of uk_annual_leave | Through a lookup table per country |
HiBob employee id | Bewaard naast het PayFit collaborator-ID | Key for time off |
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