Training and certificates
YouForce to AG5 integration: employees, employments, leave and sickness from Visma Raet in the skills matrix
With an integration between Visma Raet YouForce and AG5, new employees, their employments and departures from YouForce appear in AG5 automatically, and leave, sickness and maternity leave become a period of unavailability. The skills matrix thus only shows who works there and is available, while the reason for absence stays in YouForce.
What the integration does
Organisations that run HR and payroll in YouForce and track in AG5 per department who may perform which tasks and operate which equipment enter new employees into AG5 by hand. The scheduler does not see in the matrix whether someone is sick or on maternity leave, so the coverage of qualified colleagues looks better than it is.
- HR records a new employee with an employment in YouForce.
- KoppelHet fetches the changes since the previous run and adds the employee with their employment to AG5.
- Leave, sickness and maternity leave from YouForce become periods of unavailability, without a reason.
- When job or org unit changes, the employment in AG5 follows.
- On departure KoppelHet closes the employment on the last working day.
What to watch for with Visma Raet YouForce and AG5
- Sickness in YouForce sits behind its own access right. KoppelHet only requests that right to know when someone is away; AG5 receives the period and not that it is sickness.
- Maternity leave is kept separately from normal leave in YouForce. KoppelHet includes it as well, because such a long absence makes the difference in the matrix between enough and too few qualified colleagues.
- An employee can have more than one employment in YouForce, for example in two departments. Each employment becomes an employment in AG5 under the same employee, so their qualifications are visible in both departments.
- YouForce only returns leave data for the last two years. The initial load into AG5 therefore only contains recent and planned absence, which is enough for planning.
- YouForce can return changes since the previous synchronisation. KoppelHet only requests those, so a sickness report from this morning is in AG5 the same day without re-reading all employees.
- The integration writes nothing back to YouForce. Qualifications and certificates stay sourced in AG5, because YouForce has no API to record them.
- On departure KoppelHet closes the employment in AG5 and keeps the employee, so an inspection can later see who was qualified on a given date.
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 AG5 see whether someone is sick?
No. AG5 only sees that someone is unavailable during a period. The reason stays in YouForce.
Can certificates from AG5 go back to YouForce?
Not through the YouForce APIs; for this data they are read-only. AG5 remains the place for qualifications and certificates.
Does Visma Raet need to set anything up?
You give the integration access to the tenant through the Visma developer portal, with only the scopes for persons, employments, leave and sickness.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- YouForce is read through the Youforce Basic API (persons, employments, job profiles and org units, filtered on the last synchronisation date) and the WFM API (GET /v1.0/leavePeriods, /v1.0/sickleaves with scope Youforce-WFM:Get_sickleave, and /v1.0/maternityleaves). Leave data goes back at most two years. OAuth 2.0 client credentials through Visma Connect, authorised per tenant by the customer.
- AG5 is written through the AG5 API (version 4, beta), with the endpoints for employees, employment contracts and unavailabilities.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in AG5 | Notes |
|---|---|---|
Personeelsnummer (persoon) | Medewerker in AG5 | Fixed key |
Roepnaam, voorvoegsel en achternaam | Naam | |
Dienstverband (Basic API) | Dienstverband met begin- en einddatum | |
Functie (job profile) | Functie | |
Organisatie-eenheid | Afdeling of team | |
Leave Periods (WFM API) | Onbeschikbaarheid van-tot | |
Sick Leave (WFM API) | Onbeschikbaarheid, zonder reden | |
Maternity Leave (WFM API) | Onbeschikbaarheid van-tot |
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