ShLeave, absence and time
HiBob to Shiftbase integration: employees and approved time off from Bob straight into the schedule
With an integration between HiBob and Shiftbase, new hires, weekly hours, department and departures from Bob reach Shiftbase automatically, and time off approved in Bob appears in the schedule right away. If time off in Bob is moved, cancelled or declined, Shiftbase follows, so planners always see who is really available.
What the integration does
Anyone using HiBob for HR and Shiftbase for schedules often records time off twice. Planners only see time off when the employee reports it, and a holiday moved by a week in Bob stays on the old date in the schedule.
- HR creates a new employee in Bob, with site, department and hours per week.
- Bob reports the change; KoppelHet puts the employee into the right team in Shiftbase, with a contract from the start date.
- An employee requests time off in Bob. After approval KoppelHet adds it to Shiftbase as absence per day.
- If the time off is moved or cancelled, KoppelHet removes the old absence and adds the new one.
- After departure the contract in Shiftbase ends on the last working day from Bob.
What to watch for with HiBob and Shiftbase
- When an employee moves their time off in Bob, Bob creates a new request that replaces the old one, with a reference to the original. KoppelHet uses that reference to remove the old absence in Shiftbase, so there are no two holidays in the schedule.
- When time off in Bob is approved automatically, two notifications arrive in a row, one for the request and one for the approval. KoppelHet only adds approved time off to Shiftbase, so a request that may still be declined leaves no gap in the schedule.
- In Bob a time off policy can be private or show a custom name, for example for special leave. Shiftbase is visible to colleagues and planners. KoppelHet adds such leave to Shiftbase as a neutral absence type, so the reason stays in Bob.
- The total duration of a request in Bob also counts weekends and other non-working days. In Shiftbase leave is planned per day. KoppelHet therefore takes the duration per day from Bob, so a Saturday without a shift costs no leave hours.
- Bob counts time off per policy type in days or in hours, and Shiftbase does the same per absence type. Days in Shiftbase require the Premium plan. KoppelHet links each Bob policy type to an absence type with the same unit, or converts using the contract hours.
- Bob only returns time off changes over a window of at most six months. KoppelHet's daily check therefore always looks back over a short period, so a missed notification still reaches the schedule within a day.
- What the integration can read from Bob depends on the service user's permissions, down to field level. If hours per week or a country's time off are missing, that is usually a permissions issue in Bob. KoppelHet checks per country at the start that all fields and policy types are visible.
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 sickness from Bob also reach the schedule?
If sickness is tracked in Bob as a policy type, it can go the same way, as a neutral absence type. In many countries sickness is recorded outside Bob; we look at that per country.
What if a site in Bob has no team in Shiftbase yet?
Then the contract is not created and an alert appears in the platform. The planner creates the team, after which the next round places the employee.
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 (ID and token). Employees through people search and employee webhooks; time off through the time off webhooks (v2, including approved, cancelled, declined and updated with originalRequestId) and as a safety net GET /timeoff/requests/changes with since, at most six months back. Fields include durationUnit, totalDuration and visibility.
- Shiftbase is written through the Shiftbase API with an API token for the Public API, for employees, contracts, teams and absence.
- Worked hours from Shiftbase go to local payroll per country, not to Bob. That flow can be added later as an extension.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in Shiftbase | Notes |
|---|---|---|
root.id | Personeelsnummer (Shiftbase) | The Bob ID stays the key |
root.firstName en achternaam | Voornaam en achternaam | |
root.email | E-mailadres en uitnodiging | |
work.site en work.department | Team | Through a table per kitchen or site |
Uren per week (employment-tabel) | Contracturen per week | |
work.startDate | Begindatum contract | |
Vertrekdatum (lifecycle) | Einddatum contract | |
Verlofaanvraag (policyType, startDate, endDate, durationUnit) | Afwezigheid per dag met afwezigheidstype | Policy type translated to a Shiftbase absence type |
visibility (Private of Custom name) | Neutraal afwezigheidstype | Reason stays in Bob |
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