DyLeave, absence and time
Sage People to Dyflexis integration: Sage People employment records as contracts in Dyflexis
With an integration between Sage People and Dyflexis, employees of the Dutch work locations in Sage People appear in Dyflexis automatically, with a contract holding hours, working days, office, cost centre and probation date from the employment record. A departure or different working hours in Sage People thus reach scheduling without anyone retyping them.
What the integration does
Organisations with Sage People as their international HR system and Dyflexis for scheduling in the Netherlands enter new shift workers and changes of hours in Dyflexis by hand. What has already changed in Sage People only reaches the planner later.
- HR records a team member in Sage People with an employment record at a Dutch work location.
- KoppelHet reads changed records with an API user that has read access to the required fields only.
- The employee goes to Dyflexis, with a contract for the office that belongs to the work location.
- An administrator links the new employee once in Dyflexis; after that every change follows.
- When the employment record has an end date, KoppelHet closes the employee and contract on that day.
What to watch for with Sage People and Dyflexis
- Sage People stores the normal working hours on the employment record, next to an FTE value. Dyflexis asks for hours per week. KoppelHet uses the working hours and not the FTE, because in an international system the FTE is often based on a different full-time norm than the Dutch collective agreement.
- The work days pattern in Sage People records which days someone works and how public holidays count. Dyflexis wants the average number of working days per week. KoppelHet counts the working days in the pattern attached to the employment record.
- In Sage People the work location is a lookup to a location record. Only employment records with a Dutch work location linked to a Dyflexis office in the table go through. Colleagues at an office in another country thus do not end up in the Dutch schedule.
- The employment record has its own cost centre field for staff costs. Dyflexis can store a cost centre per employee. KoppelHet passes it on, so hour reports in Dyflexis per cost centre have the same structure as in Sage People.
- Sage People records the end of probation separately, and Dyflexis has its own field for it. With that date in Dyflexis the manager sees in scheduling when probation ends.
- Sage People runs on Salesforce, and the permission set of a separate API user determines what the integration sees. If hours or work location are missing for an employee, that is often a field permission rather than an empty value. KoppelHet checks at the start that every field in the mapping is readable.
- Basis is a picklist in Sage People for the kind of employment. Through a table every value becomes a Dyflexis contract type, so that, for example, on-call workers and permanent staff keep their own rules in scheduling.
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 worked hours go back to Sage People?
No. The hours from Dyflexis go to Dutch payroll; that flow can be added later as an extension.
What if someone gets a second employment record?
Then it becomes a new contract for the same employee in Dyflexis, with the start date of the new record. The old contract ends on the end date of the old record.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Sage People through the Salesforce REST API with SOQL on the Team Member and Employment Record objects (including Payroll Number, Work Location, Hours Worked, FTE, Work Days Pattern, Basis, Cost Code, Probation End Date, Start Date and End Date), filtered on LastModifiedDate. Access through OAuth 2.0 with an API user and a permission set with read access only.
- To Dyflexis through POST /api2/external-employees/{employeeReference} (lastName required; firstName, lastNamePrefix, email, personnelNumber, costCenter, probationDate, employmentStart, employmentEnd) and POST /api2/external-employees/{employeeReference}/contracts (contractReference, office, type, start, end, hours, days). Scope external_employees.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Sage People | Field in Dyflexis | Notes |
|---|---|---|
Team Member Id | employeeReference | |
Payroll Number | personnelNumber | |
First Name, Last Name | firstName, lastNamePrefix, lastName | |
Work Email | email | |
Work Location | office (contract) | Through a table to Dyflexis offices |
Hours Worked | hours (contract) | |
Work Days Pattern | days (contract) | Number of working days in the pattern |
Basis | type (contract) | |
Cost Code | costCenter | |
Probation End Date | probationDate | |
Start Date en End Date | employmentStart, employmentEnd en contractdata |
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