ShLeave, absence and time
Loket to Shiftbase integration: contracts, work patterns and leave balances, also across several employers
KoppelHet builds an integration between Loket and Shiftbase that puts employees and contracts from Loket into Shiftbase within fifteen minutes, with the hours from the work pattern. Leave balances from Loket come along daily, and several employers with the same employee numbers do not get mixed up.
What the integration does
Organisations that run payroll in Loket and schedule in Shiftbase do not want to maintain employees, contracts and balances twice. A work pattern that alternates per week does not fit the contract hours per day, and with several employers in Loket employee numbers clash.
- Every fifteen minutes KoppelHet asks Loket which employers have a higher version number.
- Only for those employers KoppelHet reads employments and working hours, and puts employees and contracts in Shiftbase.
- A new working hours record in Loket becomes a new contract in Shiftbase from the same date.
- Daily, KoppelHet puts the leave balance from Loket per leave type in Shiftbase.
What to watch for with Loket and Shiftbase
- Loket has no webhooks, but keeps a version number per employer that rises with every change to an employment's fixed data. KoppelHet only requests that number and then only reads the employers where something changed. A change is in Shiftbase within fifteen minutes.
- Loket can record a two-week work pattern, with different hours in even and odd weeks. A Shiftbase contract only has contract hours per day. KoppelHet converts the pattern into hours per working day over two weeks, so plus and minus hours in Shiftbase do not count the wrong way every week.
- In Loket a new working hours record automatically ends the previous one on the day before. In Shiftbase an edited contract also changes all past hours within that contract period. KoppelHet therefore never edits an existing Shiftbase contract, but closes it and opens a new contract on the start date from Loket.
- Shiftbase only knows hourly or fixed hours per contract. Loket records the type of flexible contract and the average weekly hours for zero-hour and min-max contracts. KoppelHet uses those fields to set a flexible worker as hourly in Shiftbase, so Shiftbase does not build up minus hours for them.
- In Loket the employee number is only unique within an employer. When several employers share one Shiftbase environment, KoppelHet makes the number unique in Shiftbase with a fixed code per employer, so two colleagues with number 1001 at different employers do not merge.
- Loket gives a balance per leave type per employment and year, with the remainder from last year and the expiry date. If the leave policy in Loket leads, KoppelHet puts that balance in Shiftbase daily, so employees see the same in the app as on their payslip.
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 request leave in Shiftbase?
Yes. Writing approved leave to Loket can be added later as an extension; in Loket a leave request can only be submitted through the API by the employee.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Loket through the REST API with OAuth 2.0. Changes through GET /v2/providers/employers/lastmodifiedversionnumbers with a filter on lastModifiedVersionNumber (fixed data only, no variable data). Working hours through GET /v2/providers/employers/employees/employments/{employmentId}/workinghours (startDate, workPattern with oddWeeks and evenWeeks, averageHoursPerWeek, flexibleHoursContract, aggregatedHoursPerWeek). Balances through GET /v2/providers/employers/{employerId}/leavebalances (year, leaveType, balancePreviousYear, accrual, usageTotal, balance, expires).
- Shiftbase through the Shiftbase API (JSON) with an API token for the Public API, for employees, contracts and absence. Endpoint details on developer.shiftbase.com.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Loket | Field in Shiftbase | Notes |
|---|---|---|
employer + employeeNumber | Personeelsnummer in Shiftbase | Unique across all employers |
employee (naam) | Medewerker (naam) | |
organizationalEntity.department | Contractafdeling | |
workinghours.workPattern (oddWeeks, evenWeeks) | Contracturen per dag | |
workinghours.startDate | Nieuw contract vanaf die datum | |
flexibleHoursContract / averageHoursPerWeek | Contracttype uurloner of vaste uren | |
leavebalances (balance per leaveType) | Verlofsaldo per verlofsoort |
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