Leave, absence and time
HiBob to Planday integration: employees, contract hours, time off and balances, also across several portals
KoppelHet builds an integration between HiBob and Planday that puts employees, departments, contract hours and approved time off from Bob into Planday right after the notification. Leave balances, several Planday portals and a changed email address come along too.
What the integration does
Organisations that do HR in HiBob and schedule in Planday do not want to enter employees and time off twice. That gets hard as soon as there is more than one Planday portal, contract hours in scheduling must be right, or balances from Bob must show in the Planday app.
- HR creates an employee in Bob or changes their site, department or working pattern.
- Based on the site, KoppelHet picks the Planday portal and department and creates or updates the employee there.
- Weekly hours from the working pattern become hours per month and a contract rule in Planday.
- Approved time off from Bob is submitted and approved in Planday; a withdrawn request is withdrawn in Planday too.
- Daily, KoppelHet books the difference between the balance in Bob and in Planday as an adjustment on the leave account.
What to watch for with HiBob and Planday
- KoppelHet responds to Bob's notifications, so a new employee or approved time off is in the schedule within minutes. That matters when sites hand out shifts the same day.
- When an email address changes in Bob, KoppelHet changes the username in Planday through the API as soon as Bob reports the change, so the employee can log in with the new address.
- Planday charges per employee. KoppelHet creates a new employee with a future start date in Planday a fixed number of days before the start date, so the site can schedule them without them counting months earlier.
- Bob stores weekly hours in the employment history, calculated from the working pattern. Planday records working hours per month and links a contract rule. KoppelHet converts weekly hours into monthly hours and assigns the contract rule that fits the pattern.
- Bob calculates balances per time off policy. Planday does not take a balance as a fixed number, but it does accept an adjustment with its own reference on an accrued account. KoppelHet books only the difference daily, with the Bob policy in that reference, so the Planday app shows the same balance as Bob.
- KoppelHet simply submits time off that started in a previous calendar year through Planday's absence API, so long leave that runs across the year end is in the schedule too.
- KoppelHet keeps the Planday ID per portal for each Bob employee itself, so an interruption of the integration does not create duplicate profiles.
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
Does salary from Bob go to Planday?
Not by default with KoppelHet; labour cost in scheduling comes from the employee group. Pay rates from Bob can be added later as an extension.
Do worked hours go back to Bob?
No. Hours go from Planday to payroll per 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 REST API with a service user. Employee webhooks (employee.created, employee.updated with only the changed fields, employee.left on the effective date at midnight in the site's time zone), GET /people/{id}/employment for weeklyHours and fte, time off webhooks (approved, and for auto-approved first requested) and GET /timeoff/employees/{id}/requests/{requestId} with type, startPortion and endPortion.
- Planday through the Open API with OAuth 2.0 per portal. POST and PUT /hr/v1.0/employees (departments, employeeGroups, workHours per month, contractRulesRuleId, salaryIdentifier), PUT /hr/v1.0/employees/{employeeId}/change_username, PUT /hr/v1.0/employees/deactivate/{employeeId}. Time off through /absence/v1.0/absencerequests (draft, submit, approve, cancel) and balances through POST /absence/v1.0/accounts/{accountId}/adjustments with externalReference.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in Planday | Notes |
|---|---|---|
Employee ID (Bob) | salaryIdentifier | KoppelHet keeps the Planday ID per portal itself |
firstName, surname | firstName, lastName | |
work.email | userName en email | On a change through change_username |
work.site | Planday-portaal en departments | |
work.department | employeeGroups | Or department, per customer |
weeklyHours (employment) | workHours (per maand) en contractRulesRuleId | |
Time off request (approved) | Absence request, daarna approve | |
Time off balance per policy type | Adjustment op de verlofrekening | |
Lifecycle left (einddatum) | deactivate met date |
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