Leave, absence and time
SuccessFactors to Quinyx integration: employees, contract hours and approved time off from Employee Central in scheduling
With an integration between SAP SuccessFactors and Quinyx, employees from Employee Central reach Quinyx automatically, in the right site, with contract hours and an agreement, so planning can schedule them straight away. Approved time off from SuccessFactors Time Off appears as absence in the schedule, and the leave balance is visible in the Quinyx app.
What the integration does
Employers that use SuccessFactors Employee Central for HR and Time Off and make shift schedules in Quinyx add new employees to Quinyx by hand and check SuccessFactors for leave. If leave is withdrawn afterwards, the gap in the schedule remains.
- HR records a new employee in Employee Central, with location, standard hours and start date.
- KoppelHet creates the employee in Quinyx, in the unit that belongs to the location, with a role and an agreement.
- A manager approves time off in SuccessFactors. KoppelHet puts it in the Quinyx schedule as absence.
- If time off is cancelled, KoppelHet removes the absence and the employee gets their original shifts back.
- The balance of the time accounts goes to Quinyx, and on termination KoppelHet sets the last working day.
What to watch for with SAP SuccessFactors and Quinyx
- The approval statuses of time off are fixed in SuccessFactors and cannot be extended. KoppelHet only puts approved time off in Quinyx; requested time off stays in SuccessFactors, so the planner does not see a gap that later falls through.
- If time off is cancelled in SuccessFactors, KoppelHet removes the absence in Quinyx and asks for the original shifts to be reassigned. Without that choice Quinyx refuses to delete an absence for which shifts were released.
- A one-week time off request can count only three working days in SuccessFactors, depending on the work schedule. KoppelHet reads the leave per working day from the employee's time calendar, so Quinyx only frees the days on which someone was supposed to work.
- If time off is approved retroactively in SuccessFactors over a period already transferred to payroll in Quinyx, Quinyx rejects the absence. KoppelHet reports that to the planner instead of dropping the time off silently.
- Employee Central can give an employee several employments, for example during a temporary assignment to another country. Quinyx often only runs for the Dutch sites. KoppelHet only sends employments of the legal entities that are scheduled in Quinyx.
- A job change in Employee Central that takes effect next month gets a new role in Quinyx with that start date. Quinyx activates the role itself on that day, so planning can already schedule the employee in the new place ahead of time.
- Leave balances live in SuccessFactors on time accounts per leave type. KoppelHet puts the balance of each account on its own tracker in Quinyx, so the app shows the same balance as SuccessFactors.
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
Does Quinyx not have its own SuccessFactors integration?
Quinyx mentions integration services for SAP SuccessFactors for employee data, timesheets and balances and agrees the approach per customer. KoppelHet fits when SuccessFactors also feeds other systems and you want one place for logging and support.
Do worked hours go back to SuccessFactors?
Not in this integration. The hours usually go to local payroll. A flow of hours to SuccessFactors can be added later as an extension.
What if a SuccessFactors time type has no Quinyx absence type?
Then the time off stays as an alert in the platform. Planning assigns an absence type, after which KoppelHet still books the time off.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SuccessFactors is read through the OData API v2 (OAuth 2.0 with SAML bearer assertion) on lastModifiedDateTime. Entities PerPerson, PerPersonal, PerEmail, EmpEmployment, EmpJob (location, standardHours, fte, company) and EmpEmploymentTermination. Time off from EmployeeTime (approvalStatus) with $expand=timeCalendar for the days per working day; balances from EmpTimeAccountBalance.
- Quinyx is written with employees through the Employees API v3 and roles through /hr/v3/role-assignments (a future startDate is allowed). Absence through the v2 Absences API; deleting with reassignBackShifts, otherwise DELETE_LEAVE_SHIFT_EXISTS follows. A transferred period returns SALARY_PERIOD_LOCKED.
- Agreements through wsdlUpdateAgreementsV2 and balances through wsdlUpdateTimeTrackers in the Quinyx SOAP API.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP SuccessFactors | Field in Quinyx | Notes |
|---|---|---|
userId / personIdExternal | badgeNumber | Fixed key in Quinyx |
PerPersonal firstName, lastName | personalInformation.firstName, lastName | |
PerEmail (zakelijk) | email | |
EmpJob location | employment.homeGroupId | Through a table from locations to Quinyx units |
EmpJob standardHours en fte | fullEmploymentHrs en employment rate (agreement) | |
EmpJob startDate (effectief) | Agreement fromDate en role-assignment startDate | |
EmployeeTime (approvalStatus APPROVED) | Absence | One Quinyx absence type per time type |
EmpTimeAccountBalance | Time tracker | |
EmpEmploymentTermination endDate | leaveDate |
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