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Loket to Simplicate integration: employees and work schedules from payroll in Simplicate
With an integration between Loket and Simplicate, every new employee from Loket appears automatically as an employee in Simplicate, with name, work email and the work schedule for even and odd weeks. When the hours change or someone leaves, Simplicate adjusts the schedule or sets the employee to inactive, so hours and capacity match payroll.
What the integration does
Organisations with Loket for payroll and Simplicate for projects, hours and invoicing retype every new colleague and their working days into Simplicate after each hire. If someone goes from four to five days, Simplicate only hears about it when the hours report does not add up.
- Payroll records a new employee in Loket with employment and work pattern.
- KoppelHet first creates the person in Simplicate with name and work email, and links an employee to it.
- The work pattern from Loket becomes the schedule in Simplicate, with the hours per day for even and odd weeks.
- When the hours change from a certain date, KoppelHet closes the old schedule and starts a new one on that date.
- After the last working day KoppelHet sets the employee to inactive and reports the departure to the Simplicate administrator.
What to watch for with Loket and Simplicate
- Loket records the work pattern as hours per weekday, separately for odd and even weeks. The schedule in Simplicate has exactly the same layout. An employee who has every other Friday off is therefore right in Simplicate without any conversion.
- A change of hours gets a new period with a start date in Loket. KoppelHet ends the old schedule in Simplicate the day before and starts a new schedule on that date, so hours written in previous months keep counting against the old schedule.
- Loket marks on-call workers and min-max contracts separately. They have no fixed pattern, so KoppelHet gives them a schedule without fixed hours in Simplicate, so Simplicate does not start reporting missing hours.
- In Simplicate an employee is linked to a person in relationship management, where name and prefix are separate. Loket also keeps the prefix separate. KoppelHet fills both fields separately, so 'van Dam' is listed under D in Simplicate and not under V.
- Simplicate can show contracts with salary and part-time percentage, but the API only reads them. KoppelHet therefore puts no salary data from Loket into Simplicate; the project system gets hours and schedule, not pay.
- Loket has no field for the manager, while Simplicate can record a supervisor per employee for approving hours and leave. That choice stays in Simplicate, or KoppelHet derives it from a table per department if you agree on that.
- With two employers in Loket, employee number 12 can occur twice. Simplicate has one employee list for the whole firm. KoppelHet therefore puts the employer code in front of the number, in a custom field in Simplicate.
This integration is also part of joiner, mover, leaver.
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 new employee also get a Simplicate login straight away?
The employee is ready with schedule and details. Whether someone also becomes a user with a licence is set by the administrator in Simplicate; the API has no field for it. KoppelHet reports every new employee, so this happens before the first working day.
Can leave and leave balance from Loket go to Simplicate too?
That can be added later as an extension. Simplicate can receive leave through the API; we start with employees and schedules, because the hours rest on those.
What if we already have employees in Simplicate?
Before go-live we match existing employees to employees in Loket on name and email address. Anything we cannot match with certainty goes on a list you review first.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Loket is read per employer through the Loket REST API (OAuth authorization code flow) on employees, employments and working hours. The working hours include averageHoursPerWeek, regularWorkPattern, flexibleHoursContract and workPattern with oddWeeks and evenWeeks per day; the employment includes isOnCallEmployment.
- Simplicate is written through API v2 with Authentication-Key and Authentication-Secret. First crm/person (first_name, family_name_prefix, family_name, email), then hrm/employee (person_id, supervisor, status, custom_fields) and hrm/timetable (even_week and odd_week with day_1 to day_7, start_date, end_date). hrm/contract and hrm/team are read-only; hrm/employee has no DELETE. 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 Loket | Field in Simplicate | Notes |
|---|---|---|
Werkgever + employeeNumber | Eigen veld personeelsnummer | Employee numbers are unique per employer in Loket |
firstName | person.first_name | |
prefix | person.family_name_prefix | Or the partner's prefix, according to name usage |
lastName / lastNamePartner | person.family_name | |
businessEmailAddress | person.email | |
Persoon in Simplicate | employee.person_id | |
Functie van het dienstverband | employee.custom_fields | |
workPattern.oddWeeks en evenWeeks | timetable.odd_week en even_week | Hours per day, Monday to Sunday |
Begindatum werkuren | timetable.start_date | |
Einde dienstverband | employee.status | Inactive; deleting is not possible through the API |
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