Payroll integration
Workday to YouForce integration: global HR with Dutch payroll in Visma Raet
With an integration between Workday and Visma Raet YouForce, new Dutch employees and contract changes from Workday arrive in YouForce automatically as a proposal, so Dutch HR only completes and approves them. Hours that count for the payroll run, such as overtime, can come along too, and nobody retypes data from Workday any more.
What the integration does
International organisations that manage workers in Workday and run Dutch payroll in Visma Raet YouForce, often because of the collective agreement or sector, start a hiring workflow in YouForce by hand after a new colleague is recorded in Workday and type the same data again. A contract change in Workday that applies retroactively easily falls between two payroll runs.
- HR completes a hire or job change in Workday for a worker of the Dutch company.
- KoppelHet checks whether the person was in YouForce before, so a former employee does not get a second record.
- The new employee or contract change arrives in YouForce as a proposal, with the effective date from Workday.
- KoppelHet follows the processing and shows rejections, such as an unknown job, in the KoppelHet platform.
- Dutch HR adds what Workday does not hold, such as scale and step, and approves. The employee then counts in the payroll run.
What to watch for with Workday and Visma Raet YouForce
- YouForce does not let new hires and contract changes be written straight into the records. They arrive as a proposal that HR completes in YouForce, and only then are they in the personnel file.
- YouForce does not process a proposal immediately. KoppelHet checks afterwards whether it succeeded, so a rejected hire from Workday does not go unnoticed.
- Hire, rehire and contract change can be automated. A departure in Workday becomes a notification in the platform for payroll, who processes it in YouForce.
- Workday has no salary scales under a Dutch collective agreement. HR picks scale and step when approving in YouForce; the integration supplies job and hours.
- Hours that count for the payroll run, such as overtime or extra shifts, can be delivered by KoppelHet as pay components. That is a separate flow next to the hire and change proposals.
- Workday sometimes shows a worker with two jobs as two positions. YouForce supports several employments per person, so we agree up front whether that becomes one or two employments.
- Only workers of the Dutch company are included, with only the data YouForce needs. Workers from other countries never leave Workday.
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 Dutch HR still need to do anything in YouForce?
Yes, complete the proposal and add what only the Netherlands needs, such as scale and step. Retyping personal and contract data goes away.
Can payslips go back to Workday?
That depends on the export options the customer has in YouForce. We look at it per customer and do not include it by default.
Does this also work for Workday to AFAS or Nmbrs?
Yes. The difference is on the payroll side, where AFAS and Nmbrs accept data more directly than YouForce.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday is read with a RaaS report on change date (completed Hire, Job Change and Termination processes), filtered on the Dutch legal entity.
- YouForce is written through the Youforce Recruitment API, which starts a self-service workflow (hire, rehire, contract adjustment). The API processes asynchronously and returns a status ID, which KoppelHet polls. Pay components such as overtime hours through the Enterprise API.
- The organisation authorises KoppelHet in the Visma developer portal for the Recruitment API, and optionally the Enterprise API.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Visma Raet YouForce | Notes |
|---|---|---|
Employee_ID | Extern nummer of vrij veld in YouForce | Needed to link later changes to the right person |
Legal_Name | Achternaam, voorvoegsel, voornamen | Name prefixes separate, surname usage per YouForce codes |
National_ID (NLD) | BSN | |
Hire_Date | Datum in dienst | |
Scheduled_Weekly_Hours | Uren per week (contract) | |
Job_Profile | Functie | Through a lookup to existing YouForce jobs |
Supervisory_Organization | Organisatie-eenheid | Through a lookup table |
Worker type en contracttype | Soort arbeidsrelatie en soort contract | YouForce has its own codes for employment type and contract |
Overtime (time tracking) | Looncomponent (Enterprise API) |
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