Leave, absence and time
HR2day to Nedap ONS integration: employment relationships, collective agreement and contract hours automatically in care scheduling
With an integration between HR2day and Nedap ONS, every employment relationship from HR2day appears in ONS automatically, with fixed and flexible hours, team, expertise and the collective agreement that applies to the employee. Scheduling can therefore roster a new care worker straight away, and ONS calculates allowances under the right collective agreement.
What the integration does
Organisations that run HR and payroll in HR2day and schedule in Nedap ONS enter every new employee and contract into ONS by hand. Relief workers with minimum hours then appear with fixed hours, and for employees working under two collective agreements the allowance is not always right.
- HR records an employment relationship in HR2day, with department, job, hours and collective agreement.
- KoppelHet reads the changed employee and all their current employment relationships.
- For each employment relationship an employee is created in ONS, with contract, team, expertise and collective agreement.
- Scheduling sees the employee in ONS and can roster them from the start date.
- On termination the end date is in ONS, and after that the employee no longer appears in scheduling.
What to watch for with HR2day and Nedap ONS
- A care worker often has more than one employment relationship in HR2day, for example a permanent appointment and a relief contract. ONS recognises an employee by the combination of employee number and employment number. KoppelHet gives each employment relationship its own number in ONS, so the hours can later be traced back per relationship.
- A contract in ONS has fixed and variable hours per week. KoppelHet converts a min-max or on-call contract in HR2day into the minimum as fixed hours and the rest as variable hours. ONS therefore does not fill a relief worker's schedule with hours that are not guaranteed.
- ONS assigns a collective agreement to each employee, such as VVT, disability care or mental health care, and applies rules such as those for sleep shifts accordingly. HR2day records the collective agreement per employment relationship. KoppelHet passes it on, so someone working in a nursing home and in disability care is rostered under the right agreement per relationship.
- ONS expects the full current state of an employee with every delivery and treats a missing contract or team as ended. HR2day has a daily maximum of API requests shared with other integrations. KoppelHet therefore reads only changed employees, but all their current relationships, and builds the complete state for ONS from them.
- HR2day can temporarily spread an employee's costs over other cost centres, separate from the department of the appointment. ONS links the team to the department. KoppelHet uses the department of the employment relationship, so a temporary recharge does not move the employee to another team.
- Nedap provides a standard hours export from ONS for ADP, AFAS and SDB, but not for HR2day. Worked hours and allowances back to HR2day are therefore outside this first integration. That flow can be added later as an extension, once HR2day accepts the hours through its own entry point.
- Both sides need their own approval. Nedap reviews every integration with ONS through the Ons API Dashboard, and in HR2day the administrator creates an integration user in their own Salesforce environment. KoppelHet handles both requests before the integration goes live.
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
Do worked hours from ONS also go to HR2day?
Not in this first integration. ONS has no standard export for HR2day, and HR2day does not publish its entry points. We agree with HR2day how the hours come in; after that the flow can be added as an extension.
Is the hourly wage also sent to ONS?
ONS can store an hourly wage per employee, but by default the integration leaves it empty. It is not needed for scheduling. If the organisation wants to see labour cost in ONS, it can be added later as an extension.
What if a department has no team in ONS yet?
Then the employee is not sent and an alert appears in the platform. Scheduling creates the team or completes the translation table; the next run then places the employee in ONS.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HR2day runs on Salesforce and is read through the Salesforce REST API with a dedicated integration user, on HR2day's technical object names and on change date. The API limit per 24 hours applies to the whole HR2day environment.
- Nedap ONS is written through the Ons API with PUT /v0/administration/employees/extended/snapshot, with the full current state per employee (employeeNumber plus employmentNumber). Missing records count as deleted; a new non-overlapping contract ends the previous one the day before. Fields include contracts (contractTypeCode, beginDate, endDate, fixed, var), collectiveAgreements (collectiveAgreementType VVT, GHZ, GGZ, SW, ZH, HA or JZ), teamAssignments (teamId) and expertises (expertiseProfileCode). Access with an SSL client certificate after approval by Nedap.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HR2day | Field in Nedap ONS | Notes |
|---|---|---|
Personeelsnummer | employeeNumber | |
Nummer arbeidsrelatie | employmentNumber | Unique in ONS together with employeeNumber |
Voorletters, roepnaam, voorvoegsel en achternaam | initials, firstName, birthNamePrefix, birthName | |
Begin- en einddatum arbeidsrelatie | beginDate en endDate van het contract | |
Contracturen (vast deel) | fixed | Fixed hours per week |
Uren boven het minimum (oproep of min-max) | var | Variable hours per week |
Soort arbeidsrelatie | contractTypeCode | Through a translation table to the ONS import code |
Cao van de arbeidsrelatie | collectiveAgreementType (bijvoorbeeld VVT of GHZ) | |
Afdeling | teamId | Through a translation table |
Functie | expertiseProfileCode | Through a translation table from jobs to expertise profiles |
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