Leave, absence and time
Sympa to Quinyx integration: employees from several Sympa entities in Quinyx, approved absence included
With an integration between Sympa and Quinyx, employees from Sympa reach the right Quinyx unit automatically, also when they belong to different Sympa entities. Sympa itself offers a Quinyx connector for employees and employments; KoppelHet builds a custom integration when there are more entities, when approved absence from Sympa must also reach the schedule, or when one run a day is not enough.
What the integration does
Organisations that run HR in Sympa and schedule stores, care locations or customer service in Quinyx enter new employees and absence into Quinyx by hand, or use the Sympa connector for one entity and do the rest themselves. The planner only sees an approved absence in Sympa when someone does not show up.
- The Sympa administrator sets up an API interface with the fields for employee, employment and absence.
- Every hour KoppelHet requests the changed employees, filtered on the units that schedule in Quinyx.
- KoppelHet creates or updates the employee in Quinyx, with a role in the unit for the period of the employment.
- Absence rows with the status approved go to Quinyx as absences.
- If a row disappears or changes in Sympa, KoppelHet adjusts the absence in Quinyx.
What to watch for with Sympa and Quinyx
- Sympa's Quinyx connector transfers data from one Sympa entity to one Quinyx environment. Organisations with several Sympa entities scheduling in one Quinyx fall outside it. KoppelHet fetches all entities in one integration and puts each employee in the unit of their own site.
- The description of the Sympa connector lists employee, employment and optionally agreement and compensation as data sets; absence is not among them. KoppelHet does include approved absence rows from Sympa, so the schedule knows about days off and sickness.
- Sympa gives an approval status on each table row, with separate values for waiting for approval, declined and approved. KoppelHet only requests approved absence rows, so a request still in progress does not leave a gap in the Quinyx schedule.
- Sympa's connector runs once a day by default; more often costs a higher monthly fee. A Sympa interface allows a hundred requests per hour, reading and writing combined. KoppelHet only requests the changes every hour, in large pages, and so stays well within that limit.
- Sympa does not allow deletion through the API, so a deleted absence row does not show up as a change. Quinyx then keeps the absence. Every night KoppelHet compares the valid absence rows in Sympa with Quinyx and deletes an absence that no longer exists in Sympa, giving the shifts back to the employee.
- Sympa can request table rows valid within a period. A role in Quinyx also has a start and end date. KoppelHet requests the employment rows that fall within the planning horizon, and already sets a future transfer as a new role in the other unit.
- The Sympa connector is only available to customers on Sympa's Lead plan. KoppelHet works with the Integration API, which an administrator sets up in the API panel, without needing the connector.
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 worked hours go back to Sympa?
Not in this integration. Hours for payroll can be added later as an extension.
What if Sympa's request limit is too tight?
With very many changes per hour you ask Sympa for a higher limit; Sympa mentions that option itself.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Sympa through the Integration API (OData v4, JSON) on an interface the administrator creates in the API panel, with X-ApiKey or basic authentication. $filter on modified and unit, $expand on the employment and absence tables with Approval eq 5 (Undef 0, WaitingSave 1, WaitingRequest 2, WaitingApproval 3, Declined 4, Approved 5), since, until and at for valid rows, $top and $skip. A hundred requests per hour per interface, for all methods combined; no DELETE.
- Quinyx through the Employees API v3 (POST and PATCH /hr/v3/employees with badgeNumber and employment with homeGroupId and employmentStartDate) and /hr/v3/role-assignments with startDate and endDate. Absence through POST /v2/schedule/groups/{groupId}/absences, DELETE with reassignBackShifts.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Sympa | Field in Quinyx | Notes |
|---|---|---|
Personeelsnummer (veld in de interface) | badgeNumber | Fixed key |
Voornaam, achternaam | personalInformation.firstName, lastName | |
Werkmail | email | |
unit (organisatie-eenheid) | employment.homeGroupId | Through a table to Quinyx units |
Dienstverbandregel (geldig van en tot) | role-assignment startDate en endDate | |
Afwezigheidsregel (Approval 5), soort | Absence, absenceTypeId | Through a table per absence type |
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