ShLeave, absence and time
SuccessFactors to Shiftbase integration: employees and contracts from Employee Central in scheduling
With an integration between SAP SuccessFactors and Shiftbase, employees of the sites that schedule in Shiftbase come from Employee Central into scheduling automatically, with team, contract type, contract hours and dates. An hours change or transfer that HR records ahead of time in SuccessFactors arrives in Shiftbase as a new contract with the right start date, so plus and minus hours stay correct.
What the integration does
Organisations that manage their workforce in SAP SuccessFactors Employee Central and have local sites plan in Shiftbase create employees and contracts twice. An hours change processed retroactively in SuccessFactors is not reflected in Shiftbase, so the plus-minus balance drifts.
- HR records a hire or change in Employee Central, possibly with a later effective date.
- KoppelHet fetches the changed persons, employments and job records, including future records.
- Only employees at locations that plan in Shiftbase go through.
- In Shiftbase the employee is in the right team, with a contract per period.
- On termination the contract ends on the date from SuccessFactors.
What to watch for with SAP SuccessFactors and Shiftbase
- Shiftbase calculates plus and minus hours against the contract hours. KoppelHet puts an hours change that takes effect retroactively in SuccessFactors into Shiftbase as a new contract with that effective date, so the balance is right again from the correct week.
- A plain request to SuccessFactors only returns the job record valid today. With a date range, records for next month come along too. KoppelHet requests those, so a new colleague or transfer is already in Shiftbase when the planner schedules ahead.
- In Shiftbase the contract type determines whether someone builds up plus-minus hours and which surcharges apply. SuccessFactors records this as employee class or contract type, with codes per country. A translation table per code prevents an on-call worker from starting as a fixed employee with minus hours.
- SuccessFactors often contains every country of a group, Shiftbase only the sites that plan there. Shiftbase has no SuccessFactors integration of its own, so the filter on location and company sits in KoppelHet's integration.
- Person, email, employment and job record are separate parts in SuccessFactors, each with its own change time. KoppelHet combines the changes per person before anything goes to Shiftbase, so an employee does not first appear in scheduling without a contract or team.
- Employees sign in to the Shiftbase app with their email address. KoppelHet takes the work address from SuccessFactors and not the private address, and reports an employee without a work address instead of creating them without a login.
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 leave from SuccessFactors also go to Shiftbase?
Not in the first version. Approved leave as absence in Shiftbase can be added later as an extension; note that absence in days is only available on Shiftbase Premium.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Employee Central through the OData API v2 with OAuth 2.0 (SAML bearer assertion), on lastModifiedDateTime for PerPerson, PerPersonal, PerEmail, EmpEmployment and EmpJob. Future records of effective-dated entities with fromDate and toDate; without those parameters only today's record.
- Shiftbase through the Shiftbase API (JSON) with an API token from Settings, App center, Public API, for employees, contracts and teams. Endpoint details on developer.shiftbase.com.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP SuccessFactors | Field in Shiftbase | Notes |
|---|---|---|
personIdExternal | Medewerkernummer in Shiftbase | |
PerPersonal firstName en lastName | Voornaam en achternaam | |
PerEmail (zakelijk) | E-mailadres | Also the app login |
EmpJob location of department | Team | Through a translation table |
EmpJob standardHours | Contracturen per week | |
EmpJob employeeClass of contracttype | Contracttype | Determines surcharges and plus-minus hours |
startDate en endDate van de jobregel | Begin- en einddatum van het contract |
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