Leave, absence and time
Nedap ONS to Visma YouServe integration: approved hours and irregular-hours pay to the payroll service, employees back into scheduling
With an integration between Nedap ONS and Visma YouServe, approved hours and irregular-hours pay from ONS go to Visma's payroll service automatically as changes, and employees and contracts from YouServe arrive in ONS scheduling. Planners work with the right contract hours, and the payroll service gets the hours without exports or retyping.
What the integration does
Organisations that schedule and record hours in Nedap ONS and have HR administration and payroll with Visma YouServe export the hours and allowances from ONS to a spreadsheet for the payroll service every month. A planner enters new employees and changed contract hours into ONS by hand, based on an email from HR.
- HR records a new employee or contract change in YouServe; KoppelHet puts it into ONS with all current employments.
- Employees work their shifts and the team leader approves the hours in ONS.
- KoppelHet fetches the approved hours and totals them per employment and per pay component.
- Before the submission date the change file goes to YouServe, which imports it automatically.
- Hours approved later go along in the next period; anything YouServe does not import shows in the KoppelHet platform.
Back: Employees, employments and work patterns from YouServe to ONS
What to watch for with Nedap ONS and Visma YouServe
- YouServe has an API for scheduling systems to read employees, employments and work patterns, but no entry point to write hours directly. Hours and allowances therefore go to YouServe as a change file. KoppelHet builds that file from ONS, and YouServe imports it without anyone having to upload it.
- The change file only works once Visma has set up the file format in YouServe's payroll administration. We put that on the plan at the start, together with the list of pay components for hours and irregular-hours pay.
- ONS calculates irregular-hours pay itself according to the collective agreement. YouServe receives only the number of hours per percentage for each employment, so the allowance rules do not also have to live in payroll.
- ONS always takes over an employee as a whole and treats a missing contract as ended. Care staff often have more than one employment in YouServe. KoppelHet therefore sends all current employments from YouServe to ONS on every change, not just the changed one.
- Only hours the team leader approved in ONS go to YouServe. Hours approved after the submission date arrive in the next period as a correction, with the date of the shift, so the payroll service can assign them to the right month.
- YouServe processes an imported change file once. KoppelHet therefore sends a correction as a new change with the difference, and never as the same file again.
- Nedap approves every integration with ONS before it goes live, and limits how many requests may run at once. KoppelHet therefore fetches the hours of a whole period in spread batches, well ahead of the YouServe submission date.
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
Why not a ready-made hours export from ONS?
Nedap supplies ready-made exports for a number of payroll systems. The file format YouServe imports is built by KoppelHet, with the pay components your payroll service uses.
Do leave and absence go along too?
Not in the smallest setup. Showing YouServe leave balances in ONS can be added later as an extension.
Who arranges access at Nedap and Visma?
Your organisation is the client at both. KoppelHet makes the request at Nedap and the arrangements with Visma about the file format, together with you.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Nedap ONS through the Ons API (presence logs with ortHours for worked hours; employees with contracts and teams as a full snapshot). Access with a client certificate after intake and approval by Nedap; the number of concurrent requests per certificate is limited.
- YouServe is read through the API for WFM systems (among others person, employee, employment, organisational unit, job profile, leave entitlements and work pattern). Hours go through the YouServe File API as publisher, with BusinessTypeId and FileName, in an HR Core Payroll Business file format such as Batch Input (113001) or CSV one-off changes (113002); that needs extra setup in HR Core Payroll Business.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Nedap ONS | Field in Visma YouServe | Notes |
|---|---|---|
Medewerker en contract in ONS | Personeelsnummer en dienstverband in YouServe | Fixed key in both directions |
Gewerkte uren (presence logs, goedgekeurd) | Looncomponent uren | Totalled per employment and period |
ortHours per percentage | Looncomponent ORT per percentage | Through a lookup table |
Datum van de dienst | Salarisperiode | |
Dienstverband en werkpatroon (YouServe WFM API) | Contract en contracturen in ONS | |
Organisatie-eenheid (YouServe) | Team in ONS | Through a lookup table |
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