HR data to BI
YouForce to Power BI integration: HR and payroll data from Visma Raet in one reporting model
With an integration between Visma Raet YouForce and Power BI, employees, employments, organisational units and payroll results from YouForce sit in a fixed Power BI model, with history per reference date. KoppelHet fetches the large tables through the Youforce Data API and only the changes after that, so reporting keeps up daily without reloading everything every night.
What the integration does
Organisations that want headcount, external hires and payroll costs from YouForce in Power BI now work with monthly lists per division that are merged in Excel. Employees with two appointments sometimes count twice, and last year's payroll costs are hard to retrieve after the turn of the year.
- In the Visma developer portal the customer grants KoppelHet access to the Data API and the Basic API, with only the columns the report needs.
- KoppelHet loads all tables once and records up to which point the data is complete.
- After that KoppelHet fetches only new, changed and deleted records every day and processes them in its own storage.
- After loading, KoppelHet refreshes the Power BI model.
- Directors and HR advisers see only their own organisational units in Power BI.
What to watch for with Visma Raet YouForce and Power BI
- Visma Raet has a separate Data API for large volumes, which supplies data from the Youforce data warehouse. A full export is allowed at most three times a day, fetching changes as often as needed. KoppelHet therefore loads in full once and only the changes after that.
- Payroll results only come through the Data API for the current and the previous calendar year. Anyone who wants to look further back in Power BI needs their own archive. KoppelHet keeps the payroll results per period, so the multi-year overview does not disappear after the turn of the year.
- The Data API works with a change sequence number instead of a timestamp, and several changes to one record arrive as one row with the latest state. KoppelHet stores the sequence number after each run, so no change between two runs is lost.
- A person can have several employments at the same time in YouForce. In the model KoppelHet counts persons and employments separately, so someone with two appointments counts once in headcount and twice in the establishment.
- Data API export files remain available for about a day. KoppelHet downloads each file as soon as it is ready and checks the content with the supplied checksum before Power BI refreshes.
- For each configuration in the Data API the customer chooses which columns per table are included. BSN, addresses and private contact details are switched off there, so they never leave YouForce and can therefore never end up in Power BI.
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
Can Power BI not connect directly to the Youforce API?
In theory yes, but the Data API works with export operations and files that disappear after a day. That needs an intermediate step. KoppelHet does that step and keeps the history, so Power BI only refreshes a fixed model.
Does this also work for several employers in YouForce?
Yes. The employer is included as a dimension, so you report per employer and across the group.
Who arranges access to the Youforce APIs?
The customer authorises the integration per tenant in the Visma developer portal. KoppelHet only requests the scopes and columns the report needs.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Youforce Data API (data.youforce.com/data/v1): FullData for the first load, then IncrementalData from the stored changeTrackingVersion, with Insert, Update and Delete per record. Output as CSV or JSON per job; at most three FullData operations per day, twenty parallel jobs and one active job per entity. payroll-results only for the current and previous calendar year.
- Additionally the Youforce Basic API (Employments, Employments/Timelines, OrganizationUnits, JobProfiles) with validOn and from/to on latestSync, take up to 1,000 and nextLink. OAuth 2.0 through Visma Connect with scopes per API, including Youforce-Basic:Get_Basic and youforce-data-api:data:read. Usage limit according to Visma 60 per second, 2,500 per minute and 30,000 per day per application.
- Power BI semantic model in import mode, refreshed through the Power BI REST API after loading. Row-level security on organisational unit.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in Power BI | Notes |
|---|---|---|
personCode | Persoonsleutel | |
Employment (dienstverband) met company en organizationUnit | Tabel dienstverbanden | A person can have several employments at the same time |
Employments/Timelines | Tabel historie dienstverband | |
OrganizationUnits | Dimensie organisatie | |
JobProfiles | Dimensie functie | |
payroll-results (Data API) | Tabel loonkosten per periode |
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