vPLeave, absence and time
Workday to vPlan integration: Dutch workers as vPlan resources, with hours, time off and leave of absence per day
With an integration between Workday and vPlan, every worker of the Dutch organisation in Workday appears automatically as a resource in vPlan, with start date, last day of work and scheduled hours per day. Approved time off and a leave of absence from Workday remove available hours on the right days, so planners in vPlan do not schedule work on someone who is away.
What the integration does
Organisations that manage workers in Workday and plan work in the Netherlands in vPlan add new employees to vPlan by hand. Planners only hear about holidays when someone does not show up, and long leave such as parental leave only exists in Workday.
- HR completes a hire in Workday for the part of the organisation that plans in vPlan.
- KoppelHet creates a resource in vPlan with the Employee ID as reference, from the start date.
- The weekly hours from Workday are spread over the working days and set per date in vPlan.
- Approved time off and a leave of absence put leave or absence hours on those days.
- After a termination the resource gets the last day of work as end date.
What to watch for with Workday and vPlan
- Workday records scheduled hours per week, not hours per weekday, unless the organisation uses Workday Time Tracking with work schedules. vPlan plans per day. KoppelHet spreads the weekly hours over the working days by a rule you choose beforehand, and sets them per date in vPlan.
- Workday distinguishes time off, such as a day of holiday, from a leave of absence, such as parental or long-term leave. Time off becomes leave hours on that day in vPlan. A leave of absence removes the whole schedule over the period, so an employee is not plannable for two months without anyone entering each day separately.
- Workday's Absence Management web service has operations to enter time off and to fetch balances, but no operation to read time off entries. KoppelHet therefore reads approved time off with a RaaS report on change date.
- On a termination Workday records the last day of work next to the termination date. An employee who takes their final weeks as leave cannot be planned after the last day of work. KoppelHet uses that date as the resource's end date.
- A Workday tenant contains workers in many countries. vPlan often only runs for one Dutch department or division. KoppelHet only reads workers of the supervisory organizations planned in vPlan, so office staff and colleagues abroad do not appear as resources in planning.
- A reference may occur only once in vPlan, also on archived resources. The Employee ID in Workday stays the same on a rehire. KoppelHet therefore restores a returning employee from the archive instead of creating a second resource.
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 planned jobs from vPlan go back to Workday?
No. vPlan plans the work, Workday manages the people. Hours from vPlan to Workday or payroll can come later as an extension.
What if an employee has a different schedule?
Without work schedules in Workday the integration spreads weekly hours by a fixed rule. For a different schedule the planner can set an exception in vPlan, or you record the schedule in Workday.
Does the planner see why someone is away?
No. vPlan only receives whether it is leave or absence and how many hours. The type of leave and the reason stay in Workday.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday through RaaS reports with an Integration System User - workers on change date (Employee_ID, Hire_Date, Scheduled_Weekly_Hours, Supervisory_Organization, Last_Day_of_Work) and approved time off entries and leaves of absence. The Absence Management web service contains Enter_Time_Off and Get_Time_Off_Plan_Balances, no read operation for time off entries.
- vPlan through the vPlan API (https://api.vplan.com/v1) with OAuth 2. Resource with type employee, start_date, end_date and external_ref (duplicate returns 422); integration_schedule set to true, schedule per date through PUT /resource/{resource_id}/schedule with hours_work, hours_leave and hours_absence.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in vPlan | Notes |
|---|---|---|
Employee_ID | external_ref | Unique in vPlan, also on archived resources |
Preferred_Name / Legal_Name | name | |
Hire_Date | start_date | |
Last_Day_of_Work (termination) | end_date | Not the termination date |
Scheduled_Weekly_Hours | schedules[].hours_work per datum | Spread over the working days by a fixed rule |
Time off entries (goedgekeurd) | schedules[].hours_leave | From a RaaS report |
Leave of absence (begin- en einddatum) | schedules[].hours_absence | The whole schedule of those days |
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