Accounts in applications
HiBob to Simplicate integration: employees and working patterns from Bob in Simplicate
With an integration between HiBob and Simplicate, every new colleague at a Dutch site in HiBob appears in Simplicate automatically, with manager, team and a timetable that follows the working pattern in Bob. When the working pattern changes or someone leaves, KoppelHet adjusts the Simplicate timetable on the effective date and the administrator is prompted to block the user.
What the integration does
Organisations that manage all employees in HiBob and use Simplicate for projects and invoicing only in the Dutch team often maintain Simplicate by hand. Someone who changes work pattern is still on the old schedule there, and someone who moves to a foreign office simply stays active.
- HR creates the new colleague in HiBob, at a Dutch site, with working pattern and manager.
- HiBob reports the new employee; KoppelHet retrieves the data and prepares the person and employee in Simplicate.
- The working pattern becomes a Simplicate timetable from the start date.
- The Simplicate administrator invites the colleague as a user.
- On a new working pattern, a move to a site abroad or a departure KoppelHet closes the timetable and asks the administrator to block the user where needed.
What to watch for with HiBob and Simplicate
- HiBob records a working pattern per employee with hours per day, and a site's default pattern is always a weekly pattern. That fits the even week of a Simplicate timetable; KoppelHet takes the pattern that actually applies at that moment, even when it has been adjusted personally.
- A Shifts contract or a flexible working pattern in HiBob has no fixed days. Such a person gets a Simplicate timetable with the weekly hours from HiBob, spread by a rule you choose.
- HiBob holds colleagues in every country, Simplicate only the Dutch team. If someone moves to a site abroad, Simplicate treats it as a departure; the timetable stops and the administrator is prompted, while the colleague stays employed in HiBob.
- HiBob reports a departure at midnight after the effective date, in the time zone of the site. For the Simplicate timetable KoppelHet therefore uses the planned leave date from the daily check, so the last working day still counts in the hours.
- The employment type in HiBob can be Contractor. Freelancers often write hours in Simplicate, but every user costs a licence; per employment type we agree who comes in.
- What the integration sees in HiBob depends on the field permissions of the service user. If a new employee gets no timetable in Simplicate, the service user usually lacks the permission for the working pattern.
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 information from HiBob go to Simplicate?
No. The service user gets no permissions on salary. The controller sets the cost rate in Simplicate.
Does the new colleague also become a Simplicate user?
The integration prepares the employee; the administrator sends the invitation and picks the user group. Simplicate's public API cannot create users.
Can time off from HiBob come along too?
That can be added later as an extension. We start with employees and timetables.
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 webhooks (employee events v2, including employee.created, employee.updated and employee.left, carrying only the employeeId) and then the people search (leavers with showInactive) and the employment table per employee, including actualWorkingPattern, personalWorkingPatternType, weeklyHours, contract, type and effectiveDate.
- Simplicate is written through REST API v2 (Authentication-Key and Authentication-Secret headers). First /api/v2/crm/person, then /api/v2/hrm/employee with person_id, supervisor, status and custom_fields, and /api/v2/hrm/timetable with even_week, start_date and end_date.
- In Simplicate API v2 teams are read-only and there is no endpoint for users. Simplicate promises at least 60 requests per minute; above that HTTP 429.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in Simplicate | Notes |
|---|---|---|
root.id | Eigen veld bij de medewerker (custom_fields) | Fixed key between both systems |
root.firstName | first_name (persoon) | |
root.surname | family_name_prefix, family_name (persoon) | Name prefix split off |
root.email | email (persoon) en werkadres | |
Reports to | supervisor (medewerker) | |
work.department | teams (persoon) | Through a lookup to existing Simplicate teams |
actualWorkingPattern | even_week day_1 … day_7 (rooster) | |
effectiveDate (employment) | start_date (rooster) | |
work.siteId | Wel of niet naar Simplicate | Dutch sites only |
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