vPLeave, absence and time
Nmbrs to vPlan integration: employees, alternating work weeks and approved leave in production planning
With an integration between Nmbrs and vPlan, every employee from Nmbrs appears in vPlan as a resource automatically, with the hours per day from the Nmbrs schedule, even when it differs every other week. Approved leave and sickness from Nmbrs remove available hours on the right days, and someone who leaves can no longer be scheduled after the last working day.
What the integration does
Anyone running payroll in Nmbrs and planning orders in vPlan sees the same week for everyone in vPlan, even with a schedule that alternates every two weeks. Leave is requested and approved in Nmbrs, and the planner only hears about it when someone does not show up.
- A new employee is created in Nmbrs with employment and schedule.
- KoppelHet puts the employee into vPlan as a resource, with the start date and a fixed reference to Nmbrs.
- The Nmbrs schedule with week 1 and week 2 is written out in vPlan per date, so the short and the long week alternate.
- As soon as leave is approved in Nmbrs, those days' hours in vPlan move to leave. If the leave is cancelled, they come back as working hours.
- On leaving the resource gets the end date from Nmbrs.
What to watch for with Nmbrs and vPlan
- Nmbrs records a schedule over two weeks, with hours per day for week 1 and week 2. A resource in vPlan has one working week by default. KoppelHet lets vPlan hand the schedule to the integration and sets the hours per date, so an employee with a short and a long week is right in both weeks.
- Leave in Nmbrs has a status, from requested to approved, rejected or cancelled. Only approved leave removes hours in vPlan. If approved leave is later cancelled, KoppelHet restores the working hours of those days.
- Nmbrs supports leave for part of a day, with hours on the first and last day. vPlan keeps leave hours per day. A free afternoon in Nmbrs therefore becomes four hours of leave on that day in vPlan, and the morning stays plannable.
- For absence Nmbrs can record partial recovery. An employee who has half recovered appears in vPlan with half of their schedule available. Reason or diagnosis is not sent.
- One Nmbrs environment often contains several companies, while vPlan allows a reference only once, also on archived resources. KoppelHet therefore uses Nmbrs's internal employee id as reference and not the personnel number, so two companies do not get in each other's way.
- Next to the schedule Nmbrs stores a part-time percentage. vPlan plans on hours per day, not on a percentage. The integration uses the hours from the schedule, so someone who works four days does not appear 80 percent available on the day off.
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 our payroll bureau arrange this in Nmbrs?
The integration needs API access to your Nmbrs environment. If a payroll bureau works in Nmbrs for you, we arrange that access together, and the bureau simply keeps working in Nmbrs.
Do leave balances go to vPlan too?
No, vPlan plans on availability and does not need a balance. Employees see their balance in Nmbrs.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Nmbrs is read through the REST API with OAuth 2.0. The fields in the mapping come from the public documentation of the SOAP API (Schedule_GetCurrent, Leave_GetList with Status, LeaveBalance_GetPerType, Absence_PartialRecoveryInsert); that API stops in 2027 and the integration uses the REST counterparts.
- To vPlan through the vPlan API (https://api.vplan.com/v1). Resource with type employee, start_date, end_date and external_ref; integration_schedule set to true so the schedule runs per date through PUT /resource/{resource_id}/schedule, with hours_work, hours_leave and hours_absence.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Nmbrs | Field in vPlan | Notes |
|---|---|---|
EmployeeId (Nmbrs) | external_ref | Internal id, not the personnel number |
Voornaam en achternaam | name | |
Datum in dienst | start_date | |
Datum uit dienst | end_date | |
HoursMonday t/m HoursSunday en HoursMonday2 t/m HoursSunday2 | schedules[].hours_work per datum | Week 1 and week 2 alternating |
Verlof met status Approved | schedules[].hours_leave | StartHours and EndHours for half days |
Verzuim en herstelpercentage | schedules[].hours_absence |
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