Leave, absence and time
HiBob to Quinyx integration: employees and approved time off from Bob in scheduling
With an integration between HiBob and Quinyx, employees, contract hours and approved time off from Bob reach Quinyx automatically, so planning schedules with the right people and does not schedule anyone who is off. Half days, changed requests and balances come along too.
What the integration does
Organisations with HiBob for HR and time off and Quinyx for schedules do not see time off approved in Bob in the schedule. If someone moves an afternoon off, they end up off on both afternoons or on neither.
- HR records a new employee in Bob. The employee arrives in Quinyx in the unit that belongs to the site, with an agreement.
- An employee requests time off in Bob and the manager approves it.
- Bob reports the approval; KoppelHet puts the time off in Quinyx as absence, even if it is a morning or a few hours.
- If the request is moved or withdrawn in Bob, KoppelHet adjusts the absence in Quinyx.
- The balance per leave type from Bob is shown in the Quinyx app.
What to watch for with HiBob and Quinyx
- If an employee moves the dates of a time off request, Bob creates a new request that replaces the old one, with a reference to the first and the previous request. KoppelHet removes the old absence in Quinyx and sets the new one, so the schedule does not show double time off.
- For time off that is approved automatically, Bob first sends a notification of the request and then of the approval. KoppelHet only acts on the approval, so Quinyx does not get the same absence twice.
- Bob has time off for every morning or afternoon in a range, for a number of hours per day or for a percentage of the day. Quinyx books such time off as a partial absence from the start or the end of the shift. KoppelHet translates the morning to the start of the shift and the afternoon to the end.
- Bob can record time off without an end date, for example for extended leave. Quinyx books an absence with a start and an end. KoppelHet sets the absence up to an agreed horizon and extends or closes it as soon as Bob reports the end date.
- A declined request is called 'declined' in Bob's notification, but shows as 'disapproved' when retrieved. KoppelHet recognises both, so a declined request never ends up as an absence in Quinyx, even though the notification and the retrieved status use different names.
- Bob calculates balances per time off policy and per date. Quinyx shows balances on trackers. KoppelHet requests the balance per policy type as of today and puts it on the tracker, so employees do not see last month's balance in the Quinyx app.
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 employees also request time off in Quinyx?
We recommend requesting time off in one place, Bob, because that is where balances and policies live. Quinyx then only shows the time off and the balance.
Do worked hours go back to Bob?
Not in this integration. The hours usually go to payroll per country. That can be added later as an extension.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Bob is read through the time off webhooks (timeoffRequestApproved, timeoffRequestUpdated with originalRequestId and previousRequestId, timeoffRequestDeclined, timeoffRequestCancelled, timeoffRequestDeleted, set end date), signed with bob-signature, and the Time Off API (GET /timeoff/employees/{id}/requests/{requestId} with includeDailyDurations, /timeoff/requests/changes as a safety net, /timeoff/employees/{id}/balance). Employees through the People API with a service user.
- Quinyx is written with absence through the v2 Absences API (POST /v2/schedule/groups/{groupId}/absences and /absences/part-time with absenceRate, absenceRateDirection FROM_START or FROM_END and splitType). Deleting with reassignBackShifts. Balances through wsdlUpdateTimeTrackers.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in Quinyx | Notes |
|---|---|---|
Employee ID (work) | badgeNumber | |
firstName, surname | personalInformation.firstName, lastName | |
work.site | employment.homeGroupId | Through a table from Bob sites to Quinyx units |
work.startDate | employment.employmentStartDate | |
Time off request (approved) | Absence | One absence type per policy type |
portionOnRange, hours, percentageOnRange | Part-time absence (absenceRate, absenceRateDirection) | |
originalRequestId / previousRequestId | Bestaande absence | To find the replaced request |
Time off balance (per policy type) | Time tracker |
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