Leave, absence and time
Protime to Loket integration: calculated hours as payroll period data, working hours back to Protime
With an integration between Protime and Loket, the hours, overtime and allowances Protime calculates land automatically as payroll period data on the employment in Loket, per payroll period and without an import file. New employees and their working hours from Loket go the other way to Protime, and approved leave from Protime is deducted in Loket.
What the integration does
Employers that have staff clock in Protime and run payroll in Loket, often through an accounting firm, deliver a monthly file with overtime and allowances that is pasted into Loket. If the file is a day late, the overtime moves to the next month.
- HR records a new employee with employment and working hours in Loket, under the right employer.
- KoppelHet creates the person in Protime with a contract that follows the working hours from Loket.
- Protime registers and calculates per day. Exceptions are validated and leave is approved.
- KoppelHet sums the hours per payroll component over the payroll period and puts them as payroll period data on the employment in Loket.
- Approved leave is deducted in Loket, so the balance the employee sees in Loket is correct.
Back: New employees and employments to Protime · Working hours per week to the Protime contract · Employment end date to Protime
What to watch for with Protime and Loket
- Loket has an update function for packages that lead for their payroll components. If the combination of period, cost centre and other keys already exists, Loket only overwrites the components sent. KoppelHet therefore sends the new total per component in every round, and not extra days on top.
- Components Protime does not deliver are left untouched by Loket during an update. What payroll enters in the payroll period data itself, such as a one-off allowance, therefore stays when the hours from Protime come in.
- Loket recommends fetching the defaults for each employment first, such as cost centre and shift. KoppelHet uses those as a base and only fills in the cost centre from Protime if you want hours split by department.
- Working hours in Loket consist of consecutive records that may not overlap. A new record closes the previous one. KoppelHet turns each new record into a new contract in Protime from the same date, so the hours calculation is right on both the old and the new working hours.
- Protime delivers absence with an approval status. Only once leave is approved in Protime does KoppelHet deduct it in Loket. A request that is pending or rejected does not touch the balance in Loket.
- Loket often works with an accounting firm managing several employers. Loket requires sign-in by a user who grants the integration consent; per employer we determine which Protime employer belongs to it.
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 the accounting firm still check the hours?
Yes. The hours sit as payroll period data on the employment and are only paid in the payroll run. Until then the firm can review and adjust them.
What happens if Protime changes hours after payroll?
The changed day comes from Protime again. KoppelHet puts the difference in the next open period and reports it in the platform, so the firm knows where the correction comes from.
Does this work for several employers at once?
Yes. Per employer in Loket we record which Protime employer belongs to it and which payroll components apply. Hours of one employer never reach the other.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Protime through the Protime API (v1) with OAuth 2.0 client credentials and scopes per collection. Hours from counters and calculated-totals (per person per date, in minutes), absence from absences with approvalLevel; absences and counters are read-only. Changes through delta with changeVersion.
- Loket through the REST API with OAuth 2.0 (code flow). Payroll period data with PATCH payrollperioddata per employment (upsert on payrollPeriod, shift, payslipType, distributionUnit, costCenter and costUnit, with payrollComponent and value), the REST counterpart of the SOAP ImporteerGegevens function. Defaults through /defaults.
- Working hours are read with GET workinghours per employment (chain validation, no overlap). Leave is booked with POST leave per employment; balances can be retrieved with leavebalances.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Protime | Field in Loket | Notes |
|---|---|---|
employeeNumber (Protime) | Dienstverband in Loket | The Loket employee number is the key; each employment its own number in Protime |
Counter definition (@counter-code) | payrollComponent | Through a translation table, agreed with the accounting firm |
Som van durationInMinutes per periode | value | Converted to hours |
date | payrollPeriod | Based on the periods of the Loket payroll administration |
department (Protime) | costCenter | Through a translation table; otherwise the Loket default |
Absence (Approved, verlofcode) | Verlofregel bij het dienstverband | |
Arbeidstijd (terug) | contractHoursInMinutes, fullTimeEquivalentInMinutes, numberOfWorkingDaysPerWeek | |
Werkgever (terug) | employer-history |
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