Leave, absence and time
SAP SuccessFactors to Protime integration: employees and contract hours from Employee Central in time registration
With an integration between SAP SuccessFactors and Protime, every employee of the Dutch and Belgian companies in Employee Central appears in Protime automatically, with contract hours, full-time norm, department, location and employer on the effective date from SuccessFactors. A transfer or change in hours that HR plans ahead in Employee Central therefore lands on the right day in Protime, and anyone who leaves can no longer clock after the last working day.
What the integration does
Organisations that manage employees in SAP SuccessFactors Employee Central and clock in Protime in the Netherlands or Belgium enter new employees in Protime by hand. A transfer or change in hours that HR plans ahead in Employee Central only reaches Protime when someone remembers, often when the employee is already clocking on the new department.
- HR records a hire, job change or termination in Employee Central for a Dutch or Belgian company.
- KoppelHet fetches the changed employees, only for the companies that use Protime.
- A new employee arrives in Protime with a contract based on the standard hours and the full-time norm.
- Department, job, location and employer go to Protime as history, with the effective date from Employee Central.
- On a termination the person gets an end date in Protime.
What to watch for with SAP SuccessFactors and Protime
- Employee Central keeps an employee's standard hours and FTE on the job information. Protime asks for the contract hours and the hours of a full-time week on a contract. KoppelHet calculates the full-time norm as standard hours divided by FTE, so a Belgian four-fifths has the same ratio in Protime as in SuccessFactors.
- Employee Central can hold several job information changes on one day, distinguished by a sequence number. Protime keeps one entry per start date for each historical field. KoppelHet takes the last change per day, so a same-day correction replaces the earlier value instead of creating a second entry.
- A group in SuccessFactors often has companies in many countries, while Protime only runs in the Netherlands and Belgium. KoppelHet only queries the companies that use Protime and sets the company as employer in Protime, so the payroll export from Protime is correct per employer.
- If an employee moves from a Belgian to a Dutch site, Employee Central often gives them a new employment with another company. In Protime it stays one person with a new employer in the history, found by the fixed employee ID, so their clock times are not split over two persons.
- Without a key Protime creates a second person on a retried request. KoppelHet passes the SuccessFactors employee ID as external reference, which Protime only allows once.
- Absence can only be read in the Protime API. If the sites use time off in SuccessFactors, it cannot reach Protime automatically. In this setup employees request leave in Protime; approved absence back to Employee Central can come later as an extension.
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 time off from SuccessFactors go to Protime?
Not through the Protime API, because absence can only be read there. Leave is therefore requested in Protime. If it must stay in SuccessFactors, we discuss with Protime which import option exists.
Do the clocked hours go to SuccessFactors?
No. The hours go from Protime to local payroll. Hours in SuccessFactors can come later as an extension.
Does the integration still work after basic authentication ends at SuccessFactors?
Yes. KoppelHet authenticates with OAuth 2.0 and a SAML bearer assertion, not with username and password.
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 and a SAML bearer assertion, on lastModifiedDateTime and filtered on company. Entities PerPerson (personIdExternal), PerPersonal, EmpEmployment, EmpJob (standardHours, fte, company, department, location, startDate, seqNumber) and EmpEmploymentTermination.
- Protime through the Protime API (v1) with OAuth 2.0 client credentials and scopes per collection. POST people with externalReferenceIdentifier (409 on an existing reference), POST contracts (contractHoursInMinutes and fullTimeEquivalentInMinutes between 1 and 5999, numberOfDaysInContractPeriod a multiple of 7) and PUT on the history for department, job, work-location and employer.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP SuccessFactors | Field in Protime | Notes |
|---|---|---|
personIdExternal | employeeNumber en externalReferenceIdentifier | Fixed key, also on rehire |
PerPersonal (firstName, lastName) | firstName, lastName | |
EmpEmployment startDate, EmpEmploymentTermination endDate | inServiceDate en outOfServiceDate | |
EmpJob standardHours | contractHoursInMinutes | Hours per week to minutes |
EmpJob standardHours en fte | fullTimeEquivalentInMinutes | Standard hours divided by FTE |
EmpJob department | department-history | |
EmpJob location | work-location-history | |
EmpJob company | employer-history | Also the filter: only companies using Protime |
Related
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Bullhorn to SAP SuccessFactors integration: placements as employees or contingent workers in Employee Central
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Carerix to SAP SuccessFactors integration: successful placement as a new employee in Employee Central
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Greenhouse to SAP SuccessFactors integration: a hire as a new employee in Employee Central