Leave, absence and time
Protime to YouForce integration: calculated hours to payroll, employees and contracts back
With an integration between Protime and Visma Raet YouForce, the hours Protime calculates and approves go to YouForce automatically as pay components, on the right employment and with the date of the day. The other way, new employees, employments, departments and contract hours from YouForce reach Protime by themselves, so time registration calculates with the same contract payroll uses.
What the integration does
Organisations that clock in Protime and run payroll in Visma Raet YouForce enter an overview of overtime, allowances and leave into YouForce by hand after each period. New employees only reach Protime when someone creates them there and copies the contract hours from YouForce.
- HR records a new employee or contract change in YouForce, also when it takes effect later.
- KoppelHet creates the person in Protime with a contract and sets department and employer on the effective date from YouForce.
- Employees clock in Protime. Protime calculates worked time, overtime and allowances per day, and the manager validates exceptions.
- KoppelHet fetches the changed daily totals, counters and approved absence and prepares them per pay component for YouForce.
- YouForce processes every submission. A rejected line appears in the platform with its reason, so payroll resolves it before closing.
Back: New employees and employments to Protime · Contract hours and working days per week to Protime · Department and employer with effective date to Protime · End date to Protime
What to watch for with Protime and Visma Raet YouForce
- Protime delivers a total per person per day, but YouForce wants a value per pay component, per date and per employment. KoppelHet determines which counters and daily totals are payroll-relevant and converts them to YouForce pay components.
- Protime counts everything in minutes. Pay components in YouForce may expect hours, days or an amount. The integration converts per component and only rounds the total, so no minutes are lost over a month.
- Protime books a night shift that runs past midnight on the day the shift belongs to according to the schedule. KoppelHet keeps that day as the date in YouForce, so an allowance lands in the right period.
- Absence in Protime can still be awaiting approval or have been rejected. Only approved absence goes to YouForce; anything that changes afterwards arrives as a correction with the original date.
- Leave entitlements live in YouForce, but counters and absence in Protime can only be read through the integration. KoppelHet therefore does not write YouForce balances into Protime; we agree per customer which system keeps the leave balance.
- YouForce records a change of department or employer with an effective date. Protime keeps a history per person for this, so a transfer per the first of the month also takes effect in Protime on that day and the hours before it stay with the old department.
- YouForce only returns work patterns for the last twelve months. On the first load of Protime we therefore take the current contract and no older schedules.
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
Which hours from Protime go to YouForce?
You decide. Protime keeps many counters, such as overtime and shift allowance. Together with payroll we choose which counters get a pay component in YouForce; the rest stays in Protime.
What happens to hours corrected after closing?
Protime reports the changed day again. KoppelHet sends the difference with the original date to YouForce. How YouForce settles that in a closed period is agreed with payroll beforehand.
Does this also work for our Belgian employees?
The hours flow to YouForce applies to the Dutch employer. Belgian employees in the same Protime environment are filtered by employer, so their hours do not end up in YouForce.
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, such as calculated-totals, counters, absences and contracts. Changes arrive through delta or webhooks with changeVersion for ordering; a delta expires 72 hours after the last request. Absences and counters only have a read scope.
- We write to Protime persons (POST people with externalReferenceIdentifier as a guard against duplicates), contracts (contractHoursInMinutes, fullTimeEquivalentInMinutes, numberOfWorkingDaysPerWeek, numberOfDaysInContractPeriod) and historical fields for department and employer.
- YouForce through the WFM API. Hours go to POST payComponents with elementCode, value, effectiveDate and employmentCode; the status per ticket is tracked through GET payComponents/{TicketId}/status (pending, processed, blocked, rejected). Persons, employments, org units and work patterns are read on the last sync date.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Protime | Field in Visma Raet YouForce | Notes |
|---|---|---|
person.id via @employee-number | employmentCode | The YouForce employee number is the employeeNumber in Protime; one number per employment |
Counter definition (@counter-code) | elementCode | Through a translation table per counter, agreed with payroll |
durationInMinutes (counters, calculated totals) | value | Converted from minutes to the unit of the pay component |
date | effectiveDate | |
Absence definition (@absence-code) met approvalLevel Approved | elementCode voor verlof | Only if payroll wants leave hours booked in YouForce |
personCode, knownAs, lastName (terug) | employeeNumber, firstName, lastName | |
hireDate en dischargeDate (terug) | inServiceDate en outOfServiceDate | |
workingAmount en workPatterns (terug) | contractHoursInMinutes en numberOfWorkingDaysPerWeek | |
organizationUnit (terug) | department-history | Through a translation table to the Protime department, with the effective date |
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