vPLeave, absence and time
HiBob to vPlan integration: working pattern from Bob as workdays, time off as deviation in the plan
With an integration between HiBob and vPlan, employees from Bob become resources in vPlan, with the hours per weekday from their working pattern, and time off approved in Bob appears in their schedule as a deviation within minutes. If time off in Bob is declined, cancelled or deleted, KoppelHet removes it from vPlan again.
What the integration does
Organisations that use HiBob for HR and plan projects or field service in vPlan copy working days and time off by hand. A part-timer appears in vPlan with five days of eight hours, and a holiday moved in Bob stays on the old date.
- Bob reports a new employee; KoppelHet fetches the employment history with the working pattern.
- KoppelHet creates a resource in vPlan with the hours per weekday from the current pattern and the start date from Bob.
- After time off is approved in Bob, KoppelHet adds a deviation of type leave to the resource, with the hours per day.
- If the time off is declined, cancelled or deleted, KoppelHet removes the deviation.
- On departure the resource gets the end date from Bob.
What to watch for with HiBob and vPlan
- Bob has a site working pattern, a standard pattern from the library and a personal pattern, and returns the pattern that actually applies separately. vPlan plans with hours per weekday. KoppelHet only takes over the pattern that applies, so an employee with their own schedule does not get the site schedule in vPlan.
- A time off request in Bob can be a full day, or start or end in the morning or afternoon. A leave deviation in vPlan counts in minutes per day. KoppelHet sets half the hours of that day's working pattern on a half first or last day, so the planner can still schedule work in the afternoon.
- Bob notifies time off on request, approval, decline, cancellation and deletion, and gives an address to fetch the request with each notification. KoppelHet only puts approved time off in vPlan and fetches it again on every later notification, so a pending request does not block the plan.
- Bob treats open-ended time off without an end date, such as long-term leave, as a separate type, with a separate notification once the end date is set. KoppelHet first sets such a deviation up to an agreed date and extends it until the end date from Bob arrives, so the employee is not schedulable during that whole time.
- The weekly hours in Bob follow from the working pattern, and a new pattern gets an effective date in the employment history. vPlan records the hours per weekday on the resource itself. KoppelHet only changes the workdays on that effective date, so this week's plan does not change because of a pattern that starts next month.
- Bob reports a departure on the effective date, at midnight in the site's time zone, also for garden leave. Someone going on garden leave can no longer be scheduled in vPlan earlier on. KoppelHet sets the resource's end date per departure reason to the last working day or to the end of the contract.
- An external reference in vPlan blocks manual changes in the frontend and must be unique, also alongside archived resources. KoppelHet uses the Bob ID as reference, so the planner does not accidentally overwrite workdays and a returning colleague does not get a second resource.
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 the planner see which type of time off it is?
No. vPlan only receives that the employee is away and for how many hours. The time off policy and the reason stay in Bob.
Do time off balances also go to vPlan?
No, vPlan has no balances. Employees see their balance in Bob.
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, employee.left on the effective date at midnight in the site's time zone, employee.temporaryLeave), GET /people/{id}/employment (actualWorkingPattern, workingPattern, personalWorkingPatternType, weeklyHours, effectiveDate). Time off webhooks (requested, approved, declined, cancelled, deleted, updated, timeoff.request.setEndDate) with a GET URL per request; GET /timeoff/employees/{id}/requests/{requestId} (type, startPortion, endPortion, status).
- vPlan through the vPlan API (https://api.vplan.com/v1). POST /resource (type employee, name, start_date, end_date, workdays with keys 1 to 7, integration_schedule true, external_ref unique; a duplicate returns 422). Time off through POST /resource/{resource_id}/schedule_deviation/ (type leave, start_date, end_date, time_per_day in minutes, skip_non_workday, external_ref).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in vPlan | Notes |
|---|---|---|
Bob employee id | external_ref van de resource | |
displayName | name | |
actualWorkingPattern (employment) | workdays (1 tot 7) | |
Startdatum | start_date | |
Vertrekdatum (employee.left) | end_date | |
Time off request (approved) | schedule_deviation type leave | |
startPortion en endPortion (morning, afternoon) | time_per_day op de eerste en laatste dag | |
requestId | external_ref van de afwijking |
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