Leave, absence and time
SAP SuccessFactors to Everhour integration: approved time off and time accounts from Employee Central in Everhour
With an integration between SAP SuccessFactors and Everhour, time off approved in SuccessFactors arrives automatically as time off in Everhour's planner, and the time accounts from SuccessFactors become leave allocations in Everhour. Employees who start or leave in Employee Central appear on a worklist for the Everhour admin.
What the integration does
Organisations that handle leave in SAP SuccessFactors Time Off and plan their consultants or developers on projects in Everhour miss who is off in that planner. The balance only sits in SuccessFactors, so a project lead does not know whether a long holiday is still coming.
- An employee requests time off in SuccessFactors and the manager approves it.
- KoppelHet reads the approved record and enters it as approved time off in Everhour, on the user with the same email address.
- A cancelled or rejected record is removed from Everhour by KoppelHet with a reason.
- Daily, the time accounts are updated as allocations in Everhour, with the account's period.
- Starters and leavers from Employee Central go on a worklist for the Everhour admin.
What to watch for with SAP SuccessFactors and Everhour
- SuccessFactors records the number of hours on a time off record as well as days. Everhour books time off as a full, half, quarter or three-quarter day, or as a fixed time in seconds. KoppelHet chooses the day part when the hours fit it exactly, and otherwise the fixed time from SuccessFactors, so capacity in Everhour is not rounded.
- A time account in SuccessFactors is valid for a period, for example a calendar year. An allocation in Everhour also has a start and end date. KoppelHet creates an allocation per time account with the same period, so a balance that expires is not still counted in the next year in Everhour.
- Everhour has a contract start date on an allocation, for people who start halfway through the period. Employee Central has the start date on the employment. KoppelHet sets that start date on a new employee's allocation, so Everhour does not count with a full year's balance.
- A time off record in SuccessFactors can go from approved to cancelled, and a cancellation through the API sets that status too. Everhour allows time off to be deleted with a reason. In every run KoppelHet checks the status of records already in Everhour, and deletes a cancelled record with the reference to SuccessFactors as the reason.
- Everhour does not allow users to be created or removed through the API; they are invited in Everhour. Employee Central often records a termination weeks ahead. KoppelHet puts a leaver on the worklist with the end date, so the admin removes them from Everhour on the right day, and then checks that they show as removed there.
- Everhour can prevent someone from taking more than allocated. With SuccessFactors as the leading system, that has already been checked at the request. KoppelHet switches that restriction off in Everhour, so approved time off from SuccessFactors is never refused because the allocation in Everhour is slightly behind.
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 hours logged in Everhour go to SuccessFactors?
Not in this integration. Hours to SuccessFactors Time Tracking can be added later as an extension.
Time accounts in hours, allocations in days; how does that work?
KoppelHet converts hours to days using the employee's standard hours per day. We record that rule at the start.
What if someone in SuccessFactors has no email that exists in Everhour?
Then the time off is kept and the employee appears on the worklist.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SuccessFactors through the OData API v2 with OAuth 2.0 (SAML bearer assertion), filtered on lastModifiedDateTime. Time off from EmployeeTime (approvalStatus APPROVED, CANCELLED or REJECTED, timeType, startDate, endDate, quantityInDays, quantityInHours), time accounts from EmpTimeAccountBalance; email from PerEmail, start date from EmpEmployment and departure from EmpEmploymentTermination.
- Everhour through the REST API on api.everhour.com with X-Api-Key. Users through GET /team/users (including removed). Time off through POST /resource-planner/assignments/time-off (users, startDate, endDate, timeOffType, timeOffPeriod or time in seconds, status approved) and DELETE /resource-planner/assignments/{id} with reason. Allocations through POST /allocations (users, timeOffType, startDate, endDate, contractStartDate, days, restrictOverAllocation).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP SuccessFactors | Field in Everhour | Notes |
|---|---|---|
PerEmail (zakelijk) | Everhour-gebruiker (GET /team/users?query=) | |
EmployeeTime.timeType | timeOffType | |
EmployeeTime.startDate, endDate | startDate, endDate | |
EmployeeTime.quantityInHours | time (seconden) of timeOffPeriod | |
EmployeeTime.approvalStatus | status approved of verwijderen | |
EmpTimeAccountBalance en geldigheid van de tijdrekening | Allocation (days, startDate, endDate) | |
EmpEmployment.startDate | contractStartDate | For a starter halfway through the period |
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