Leave, absence and time
Protime to Nmbrs integration: clocked hours per period to Nmbrs, employees and schedules back
With an integration between Protime and Nmbrs, the hours Protime calculates per day are summed per Nmbrs period and posted as hour components in the right Nmbrs company, ready for the payroll run. New employees and their schedule from Nmbrs reach Protime automatically, and approved leave and sickness from Protime come back into Nmbrs.
What the integration does
Anyone recording time in Protime and running payroll in Nmbrs puts overtime and allowances per company into an Excel import at the end of each period. A new employee has to be entered again in Protime, with the schedule that is already set up in Nmbrs.
- HR creates the employee in the right Nmbrs company, with employment and schedule.
- KoppelHet puts the person in Protime, with the company as employer and a contract based on the schedule.
- Protime registers and calculates every day. Managers approve leave and validate exceptions.
- KoppelHet sums the hours per hour code over the Nmbrs period and posts them on the employee in Nmbrs, with cost centre.
- Approved leave goes to Nmbrs as leave taken and a sickness report as absence, so balance and absence registration in Nmbrs are correct.
Back: New employees per Nmbrs company to Protime · Schedule as contract to Protime · End date to Protime
What to watch for with Protime and Nmbrs
- Nmbrs calculates in periods, monthly, four-weekly or weekly, depending on the company. Protime delivers hours per day. KoppelHet sums the days according to the period layout of each Nmbrs company, so an entity with four-week periods and one with months can run side by side.
- Nmbrs refuses hours in a period before the company's current period unless this is explicitly allowed. A late correction from Protime therefore lands in the current period by default, with the original date in the description.
- One Nmbrs environment can hold several companies and Protime keeps an employer with history per person. When an employee moves to another entity, the employer changes in Protime on that date and from then on the hours go to the new Nmbrs company.
- Nmbrs has four leave types per employee, while a Protime environment often has more absence codes. KoppelHet translates each Protime code to an Nmbrs leave type, to sickness, or leaves it out if it is not payroll-relevant.
- The Nmbrs schedule becomes a contract in Protime with hours and working days per week. Protime also asks for the hours of a full working week; we take those per Nmbrs company, so a part-timer has the right part-time factor in Protime.
- An hour component in Nmbrs can carry a cost centre. Protime knows per day which department someone worked in. As a result, an employee who worked in two departments during a period can get two hour lines on two cost centres in Nmbrs.
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 we check the hours before they are in Nmbrs?
Yes. Hours only go once they are validated in Protime. In the platform you see per period and per company what is ready and what has been posted.
What if an hour code is missing in Nmbrs?
Then the line is not posted and an alert appears. Payroll creates the hour code in the Nmbrs company or confirms the counter is not paid out.
Do leave balances in Nmbrs stay correct?
Approved leave from Protime goes to Nmbrs as leave taken, so the balance in Nmbrs follows. Which system shows the balance to employees is agreed per customer.
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), OAuth 2.0 client credentials with scopes per collection. Hours from counters and calculated-totals (per person per date, in minutes), absence from absences with approvalLevel. A date filter is required and spans at most one year. Writing to people, contracts and the employer and department history.
- Nmbrs through the EmployeeService. Variable hours with HourComponentVar_Insert or its batch variant (EmployeeId, HourCode, Hours, CostCenterId, Period, Year); a period before the current one needs UnprotectedMode. Leave with Leave_Insert (Type1 to Type4, Status), sickness with Absence_Insert, schedules with Schedule_Get.
- Nmbrs calls the SOAP API deprecated and will retire it in 2027. We build new integrations on the REST API as soon as it covers the parts needed for variable hours; the operations above show which data the integration uses.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Protime | Field in Nmbrs | Notes |
|---|---|---|
employeeNumber (Protime) | Medewerker in het Nmbrs-bedrijf | The Nmbrs employee number is the fixed key in Protime |
employer-history (Protime) | Nmbrs-bedrijf | Each company in Nmbrs is an employer in Protime |
Counter definition (@counter-code) | HourCode | Through a translation table to the hour codes of the Nmbrs company |
Som van durationInMinutes per periode | Hours | Summed over the Nmbrs period and converted to hours |
department (Protime) | CostCenterId | Through a translation table |
Absence definition (@absence-code), Approved | Leave (Type1 tot Type4) of Absence | Leave types to leave, sickness to absence |
Schedule (terug) | contractHoursInMinutes en numberOfWorkingDaysPerWeek | |
Begin- en einddatum dienstverband (terug) | inServiceDate en outOfServiceDate |
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