Lease and mobility
SAP SuccessFactors to Shuttel integration: employees of Dutch legal entities in Shuttel automatically
With an integration between SAP SuccessFactors and Shuttel, every employee of a Dutch legal entity in Employee Central appears in Shuttel automatically, in the user group that matches their policy and with their manager as approver. A termination that HR records ahead of time in SuccessFactors is ready straight away, so the employee is deregistered in Shuttel on their last working day.
What the integration does
Organisations that use Employee Central as their central HR system and let their Dutch colleagues travel with the Shuttel card keep two lists: one in SuccessFactors and one in Shuttel. A colleague who comes to the Netherlands on a global assignment is missing from Shuttel, while someone who has already left still has an active card there.
- HR saves a new employee in Employee Central at a Dutch legal entity, even if the start date is weeks away.
- KoppelHet reads the change, including records with a future effective date, and uses a table to decide the Shuttel group.
- The employee is in Shuttel with user ID, name, work email, group and manager, and gets the invitation to the app.
- On a job change, long leave or move to a legal entity abroad, the employee moves to the matching group, or is deregistered.
- On the last working day from the termination, KoppelHet deregisters the employee in Shuttel.
What to watch for with SAP SuccessFactors and Shuttel
- An OData query to Employee Central returns only the record valid today by default. A termination that HR enters three weeks ahead therefore only shows up on the day itself. KoppelHet also requests future records, so the deregistration in Shuttel on the last working day is already set.
- On a termination Employee Central can record a last date worked next to the end date. If that falls earlier, for example when someone is released from duty, KoppelHet deregisters in Shuttel on that day, so trips after it no longer reach the employer's invoice.
- A global assignment gives an employee in Employee Central a second employment at the host entity. If someone comes to a Dutch legal entity temporarily, KoppelHet takes that second employment to Shuttel and deregisters it as soon as the assignment ends.
- Shuttel lists SAP SuccessFactors among the HR and payroll systems it connects with for processing mobility allowances. What that integration does exactly is not in the public information. This integration decides who is in Shuttel; the allowances follow the route you agree with Shuttel.
- In Employee Central the legal entity on the job information decides whether someone works in the Netherlands. KoppelHet only passes on employees of companies with country Netherlands, so colleagues in other countries do not reach Shuttel and their data does not leave SuccessFactors.
- Shuttel works with user groups that each have their own transport options and allowances. SuccessFactors has no such group; KoppelHet derives it from fields such as employee class, department or location, with a table HR maintains itself. A combination without a rule goes on a list instead of into a default group.
- Shuttel can route registrations past the manager for approval. The manager on the job information in Employee Central may sit in another country and then not be in Shuttel. For those cases we agree a Dutch approver instead of an empty approval step.
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 employees who come to the Netherlands temporarily also reach Shuttel?
Yes, if their global assignment in Employee Central is recorded at a Dutch legal entity. They are deregistered as soon as the assignment ends.
Can the allowances also go back to SuccessFactors?
They belong in the system where Dutch pay is calculated. If that runs outside SuccessFactors, it is a separate integration that can be added later as an extension.
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): EmpJob (company, managerId, employeeClass, emplStatus), EmpEmployment (startDate, endDate, lastDateWorked, assignmentClass for global assignments), PerPersonal and PerEmail. Fetched with fromDate and toDate=9999-12-31, then filtered on lastModifiedDateTime, so future records are included.
- Shuttel publishes no public API documentation; the connection on the Shuttel side is agreed per customer with Shuttel.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SAP SuccessFactors | Field in Shuttel | Notes |
|---|---|---|
userId | Personeelsnummer | Fixed key, stays the same on rehire if HR reuses the same person |
PerPersonal firstName en lastName | Voornaam en achternaam | |
PerEmail (zakelijk) | E-mailadres | For the invitation and sign-in |
EmpJob company | Werkgever | Only legal entities with country Netherlands |
EmpJob employeeClass, department of location | Gebruikersgroep | Through a table HR maintains |
EmpJob managerId | Leidinggevende | For the approval step in Shuttel |
EmpEmployment startDate | Startdatum | |
EmpEmployment endDate of lastDateWorked | Afmelden |
- Shuttel informatiepakket mobiliteitskaart en app
- Shuttel registratiemodule
- SAP Business Accelerator Hub – Employee Central (OData v2)
- SAP Help – Last modified queries and effective-dated entities
- SAP KBA 2920680 – lastModifiedDateTime on effective-dated entities
- SAP Help – EmpEmploymentTermination
- SAP Help – Adding a global assignment
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