Leave, absence and time
Oracle HCM to Planday integration: workers, supervisors and approved absences from Oracle in Planday
With an integration between Oracle HCM Cloud and Planday, every worker from Oracle appears automatically in Planday, in the right departments, with monthly hours, contract rule and supervisor. Absence approved in Oracle is submitted and approved in Planday, and a termination from Oracle deactivates the employee on their last day.
What the integration does
Organisations with Oracle HCM Cloud as their central HR system and Planday for on-site scheduling create new colleagues in Planday by hand. Departures and leave arrive there late or not at all, so planners work with outdated data.
- HR records a hire in Oracle; Oracle puts it in the feed even with a later start date.
- KoppelHet creates a draft employee in Planday, with departments, monthly hours, contract rule and supervisor, and invites them shortly before the start date.
- Approved absence from Oracle is submitted as a request in Planday and approved; a withdrawal is cancelled.
- A termination becomes a deactivation on the last working day, with a reason from Oracle.
- A cancelled work relationship deactivates the employee immediately and opens their shifts.
What to watch for with Oracle HCM Cloud and Planday
- Oracle already reports a new worker in the feed when the start date is still weeks away. Planday can create an employee as a draft, without username and email, and invite them later. KoppelHet creates the draft straight away, so the site can plan, and only sends the invitation shortly before the first working day.
- Oracle records normal hours with a frequency, per week or per month. Planday wants working hours per month. If an assignment in Oracle is already monthly, KoppelHet takes the number as is; for hours per week KoppelHet converts using a factor agreed at the start.
- A supervisor in Planday must be an employee marked as supervisor. In Oracle the manager is just another worker on the assignment. KoppelHet first marks an Oracle manager as supervisor in Planday and then links their team, so leave and swap requests reach them.
- A worker with several assignments in Oracle has one marked as primary. Planday can link an employee to several departments and, if the portal has that field, give them a primary department. KoppelHet sets each assignment as a department and the primary one as main department, and checks at the start whether the portal has that field.
- Oracle reports a cancelled work relationship separately, for example a no-show on the first day. Planday deactivates immediately when no date is given, and can unassign shifts after that day. KoppelHet deactivates such a person without a date and opens their planned shifts, while a normal departure takes effect on the last working day.
- If the Planday portal requires a termination type, Planday rejects a deactivation without one. Oracle records an action and reason with a termination. KoppelHet translates that reason through a table to a Planday type, so a departure does not get stuck on a missing choice.
- Oracle gives a separate duration for the first and last day of an absence. Planday first drafts its own proposal with registrations per day from the leave account. KoppelHet uses that draft as the basis and only adjusts the first and last day when Oracle has a shorter duration there, before the request is submitted.
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 leave balances from Oracle come along?
Not in the first version. Balances as an adjustment on the Planday leave account can be added later as an extension.
Do worked hours go back to Oracle?
No, hours go from Planday to payroll per country.
What if an Oracle absence type does not exist in Planday?
Then the absence is not submitted and an alert appears. HR links a type or confirms it is not needed in the schedule.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Oracle HCM Cloud through the Atom feeds in the employee workspace (newhire, empassignment, termination, cancelworkrelship) and the workers resource with assignments (DepartmentName, PrimaryAssignmentFlag, NormalHours, Frequency, manager). Absences through GET /hcmRestApi/resources/11.13.18.05/absences with lastUpdateDate, startDateDuration, endDateDuration, absenceStatusCd and approvalStatusCd.
- Planday through the Open API with OAuth 2.0. POST /hr/v1.0/employees (firstName, lastName, departments required; leave out userName and email for a draft; primaryDepartmentId, workHours per month, contractRulesRuleId, supervisorId, isSupervisor, salaryIdentifier), POST /hr/v1.0/employees/{employeeId}/invite, GET /hr/v1.0/employees/supervisors, GET /hr/v1.0/terminationtypes and PUT /hr/v1.0/employees/deactivate/{employeeId} (date, terminationTypeId, keepShifts).
- Leave through GET /absence/v1.0/absencerequests/draft (employeeId, startDate, endDate, absenceType), POST /absence/v1.0/absencerequests (registrations) and PUT /absencerequests/{id}/approve or /cancel.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in Planday | Notes |
|---|---|---|
PersonNumber | salaryIdentifier | KoppelHet keeps the Planday ID itself |
names, WorkEmail | firstName, lastName, userName en email | Email only at the invitation |
DepartmentName per toewijzing, PrimaryAssignmentFlag | departments en primaryDepartmentId | |
NormalHours met Frequency | workHours (per maand) en contractRulesRuleId | |
Manager van de toewijzing | supervisorId | The manager is marked as supervisor in Planday |
absences (goedgekeurd), absenceType | Absence request met absenceType, daarna approve | |
Termination (datum, action reason) | deactivate met date en terminationTypeId |
Related
Ashby → Oracle HCM Cloud
Ashby to Oracle HCM integration: an accepted offer on an opening becomes a pending worker
Bullhorn → Oracle HCM Cloud
Bullhorn to Oracle HCM integration: an approved placement of an employee becomes a pending worker
Carerix → Oracle HCM Cloud
Carerix to Oracle HCM integration: successful placement as a pending worker in Oracle HCM Cloud
Greenhouse → Oracle HCM Cloud
Greenhouse to Oracle HCM integration: accepted offer as a pending worker in Oracle HCM Cloud