Leave, absence and time
Shiftbase to YouForce integration: worked hours and surcharges to payroll, employees and contract hours to scheduling
With an integration between Shiftbase and Visma Raet YouForce, approved worked hours and surcharges to be paid out go from Shiftbase to YouForce automatically as pay components, without an export file. The other way round, new hires, contract hours and departures from YouForce reach Shiftbase by themselves, so scheduling works with the current contract.
What the integration does
Organisations that plan in Shiftbase and run HR and payroll in Visma Raet YouForce move hours and contracts by hand. Every month payroll copies an overview of hours and allowances into YouForce, and contract changes are updated in Shiftbase by hand.
- HR records a new hire or contract change in YouForce.
- KoppelHet puts the employee with contract, team and hours per week into Shiftbase, with the effective date from YouForce.
- Employees clock in and work their shifts; the manager approves the hours in Shiftbase.
- KoppelHet fetches the approved hours, splits them into worked hours and surcharges to pay out and adds them up per day and per employment.
- Each type arrives as a pay component in YouForce. KoppelHet follows per delivery whether YouForce processed or rejected it.
Back: New employees and employments · Hours per week and contract type · Termination date
What to watch for with Shiftbase and Visma Raet YouForce
- The hours do not go through a file, but directly to the YouForce API.
- Shiftbase calculates surcharges as a percentage of base pay, where 100 percent is the regular hour and 120 percent is twenty percent extra. Per time slot a surcharge can be paid out or added as plus hours. Only the paid-out part goes to YouForce; time off in lieu stays in Shiftbase.
- When a surcharge and an overtime surcharge overlap, only the highest counts in Shiftbase. YouForce therefore gets one surcharge percentage per hour and no double lines for the same hour.
- YouForce accepts hours as one value per pay component, per date and per employment. Shiftbase records shifts. KoppelHet adds up a day's shifts, so two short shifts on one day become one line in YouForce.
- Leave can only be read through the YouForce API, not posted. If leave is requested and approved in Shiftbase, the balance in Shiftbase stays leading. The leave entitlement from YouForce can go to Shiftbase as an opening balance at the start of the year.
- Shiftbase only calculates plus and minus hours for fixed-hours contracts, based on the contract hours. If the hours per week changed in YouForce but not in Shiftbase, wrong plus or minus hours appear. The integration therefore puts the new hours into Shiftbase with the effective date from YouForce.
- A delivery to YouForce gets a ticket with a status and can be rejected, for example for an unknown pay component. KoppelHet does not let such a line disappear, but shows it in the platform until payroll has resolved it.
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
What happens to plus hours at year end?
They stay in Shiftbase and carry over to the next year. If you decide to pay them out, that can go to YouForce as a separate line.
What if a surcharge percentage has no pay component in YouForce?
Then that line is held back and an alert appears. Payroll assigns a pay component, after which the next round delivers the line.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Shiftbase is read and written through the Shiftbase API with an API token for the Public API. Hours come from the approved timesheets; employees, contracts and teams are updated through the same API. The API has a request limit.
- YouForce through the WFM API. Hours through POST payComponents with employmentCode and per line elementCode, value and effectiveDate; status through payComponents/{TicketId}/status. Employees and employments are read on latestSync, with plannedChanges.
- The customer grants the integration the Get_Basic and Write_Basic scopes in YouForce, and Get_leave if the leave entitlement is included.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Shiftbase | Field in Visma Raet YouForce | Notes |
|---|---|---|
Personeelsnummer (Shiftbase) | personCode / employmentCode | Each employment its own contract in Shiftbase |
Goedgekeurde uren per dag | elementCode voor gewerkte uren | Summed per day and employment |
Toeslaguren per percentage (uitbetaling) | elementCode per toeslagpercentage | Only the part that is paid out |
Kilometers en maaltijden | elementCode per vergoeding | |
Datum van de dienst | effectiveDate | |
workingAmount (YouForce, terug) | Contracturen per week | Converted when YouForce uses another unit |
employmentType (YouForce, terug) | Contracttype (uurloner of vaste uren) | Through a mapping table |
organizationUnit (YouForce, terug) | Team | Through a mapping table |
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