Leave, absence and time
Planday to Loket integration: approved shifts and supplements as payroll period data per Loket period
With an integration between Planday and Loket, the approved shifts and supplements from Planday go to the right employment in Loket as payroll period data after every period, per pay component and cost centre. KoppelHet retrieves the hours over exactly the dates of the Loket period and lets payroll know by email that the period is ready.
What the integration does
Organisations that schedule in Planday and have their payroll processed in Loket, often by an accounting firm, export a report after every period and retype the hours. Planday has no payroll integration for the Netherlands, so every supplement and every correction is done by hand.
- KoppelHet reads the periods of the payroll administration in Loket and determines the start and end date of the current period.
- Over exactly those dates KoppelHet retrieves the approved shifts and separate supplements from Planday.
- Per employee KoppelHet finds the employment in Loket by the salary identifier from Planday, and fetches the defaults of that employment.
- Hours and supplements go per salary code to the pay component payroll has chosen, on the cost centre of the department.
- After delivery KoppelHet sends the notice through Loket that the period is ready for payroll.
What to watch for with Planday and Loket
- An employer in Loket runs payroll monthly, four-weekly or weekly, and every period has its own dates. Planday's Payroll API takes a free from and to date. KoppelHet reads the periods from Loket and asks Planday for exactly that range, so with four-weekly payroll no shift lands on the wrong payslip.
- In Loket the shift of an employment sets the full-time hours and a bonus percentage. Planday also calculates supplements, such as an evening supplement, as a percentage on top of the hourly rate. If the Loket shift already calculates a supplement, KoppelHet does not send that Planday supplement as well, so the employee does not receive it twice.
- Loket identifies a line of payroll period data by the combination of period, shift, payslip type, distribution unit, cost centre and cost unit, and overwrites the pay components you deliver again. After a correction in Planday KoppelHet therefore sends the new total per component, not the difference, so hours do not appear twice on the payslip.
- Planday puts monthly salaries separately in the payroll data, and can return a full or pro-rata monthly salary for an employee who starts mid-month. In Loket the fixed salary is already on the employment. KoppelHet therefore leaves out the monthly salaries from Planday and only sends hours and supplements.
- Planday creates shifts per department, and an employee sometimes works in several departments. Loket accepts a cost centre per line. KoppelHet books the hours of each shift on the cost centre of the department where the shift was, and not on the employment's default cost centre.
- Loket has an operation that emails the payroll administrator that a period is ready for payroll. KoppelHet only sends that notice once all departments of the period have been delivered, so the accounting firm does not need to call to check whether everything is in.
- The salary identifier in Planday is a free text field on the employee profile. In Loket the same employee number can exist at two employers. KoppelHet determines the employer from the Planday department and only then looks up the number within it, and reports shifts of an employee without a salary identifier separately.
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
Our accounting firm works in Loket. Does it need to do anything?
The firm gives the integration access to the employer and confirms the table from salary codes to pay components. After that the hours are ready every period, with an email when everything is in.
Do new employees from Loket also go to Planday?
That can be added later as an extension. We start with the hours, because that is where most of the retyping is.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Planday through the Payroll API (GET /payroll/v1.0/payroll with departments, from and to date and shiftStatus Approved; optional returnFullSalaryForMonthlyPaid). shiftsPayroll holds salaryCode, departmentId and supplements per shift; supplementsPayroll and salariedPayroll are separate. Departments through GET /hr/v1.0/departments. OAuth 2.0 per portal.
- Loket through the Loket REST API with OAuth 2.0. Periods through GET /v2/providers/employers/payrolladministrations/{payrollAdministrationId}/payrollperiods; defaults through .../employments/{employmentId}/payrollperioddata/defaults; delivery with PATCH .../employments/{employmentId}/payrollperioddata or the collective PATCH /v2/providers/employers/{employerId}/payrollperioddata.
- The notice to payroll through POST /v2/providers/employers/payrolladministrations/{payrollAdministrationId}/periodreadyforpayroll. Shifts in Loket have fullTimeHoursPerWeek and bonusPercentage.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Planday | Field in Loket | Notes |
|---|---|---|
salaryIdentifier | Personeelsnummer van het dienstverband in Loket | |
departmentId | costCenter | Through a table from department to cost centre |
salaryCode van een dienst | payrollComponent (uren) | |
salaryCode van een toeslag in geld | payrollComponent (bedrag) | |
Begin- en einddatum Loket-periode | payrollPeriod | |
salariedPayroll | Niet overgenomen | The fixed salary is already in Loket |
Diensten met een afwezigheidstype | Niet als gewerkte uren | Agreement per salary code |
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