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YouForce to Simplicate integration: employees and work schedules from YouForce in Simplicate
With an integration between Visma Raet YouForce and Simplicate, every new employee from YouForce appears in Simplicate automatically, with the work schedule from YouForce, the manager of their org unit and the right team. Changes and the end date come along with the daily synchronisation, so Simplicate misses no one and keeps no one too long.
What the integration does
Organisations that process payroll in YouForce and track project hours in Simplicate change a work schedule in YouForce while Simplicate still has the old one. Project leads therefore see hour shortfalls that do not exist.
- HR records the hire in YouForce, with org unit and work schedule.
- At the daily synchronisation KoppelHet sees the new employee and prepares the person and employee in Simplicate.
- The work schedule from YouForce becomes a Simplicate timetable from the start date.
- The Simplicate administrator is prompted and invites the colleague as a user.
- On a new work schedule or the end date KoppelHet closes the current timetable; on departure it asks the administrator to block the user.
What to watch for with Visma Raet YouForce and Simplicate
- YouForce provides the work schedule and work pattern through a different API from the person and employment data. KoppelHet retrieves both and combines them per employment, so the Simplicate timetable belongs to the right person and effective date.
- Simplicate has an even and an odd week. If a work pattern in YouForce runs over more than two weeks, it does not fit one to one; KoppelHet converts it to average hours per day and puts the employee on a list for review.
- In YouForce a manager is a role on an org unit, in Simplicate a field on each employee. When the role moves to someone else, all employees of that unit get their new supervisor in Simplicate.
- An employee in YouForce can have several employments, for example a permanent appointment and a temporary extension. In Simplicate that is one employee; the hours of both employments add up in the timetable.
- The YouForce APIs are for reading and return changes since the last synchronisation. Simplicate itself sends no notifications about employee changes. The integration therefore works one way, from YouForce to Simplicate, and writes nothing back.
- A change in the work schedule in YouForce often takes effect on the first of the month, while payroll enters it earlier. KoppelHet starts the new Simplicate timetable on that effective date and not on the day of entry.
- YouForce also holds leave entitlements, and Simplicate can record leave per employee. This integration deliberately leaves that out; it can be added later as an extension.
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 leave from YouForce also go to Simplicate?
Yes, as an extension. The YouForce WFM API provides leave entitlements, and Simplicate can record leave per employee. We start with employees and timetables.
Does the new colleague also become a Simplicate user?
The integration prepares the employee. The administrator sends the user invitation, because Simplicate's public API does not support it and the licence starts at that moment.
What access does KoppelHet need in YouForce?
Only read access to the Basic API and the WFM API, which you approve per tenant in the Visma developer portal.
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 Basic API (persons, employments, org units and role assignments, filtered with from and to on latestSync) and the WFM API (Employment Work Schedules and Work Patterns, the latter only for the past twelve months). Access through OAuth 2.0 client credentials, authorised per tenant by the customer.
- Simplicate is written through REST API v2 (Authentication-Key and Authentication-Secret headers). First /api/v2/crm/person, then /api/v2/hrm/employee with person_id, supervisor, status and custom_fields, and /api/v2/hrm/timetable with even_week, odd_week, has_odd_weeks, start_date and end_date.
- Simplicate has no webhook for employee changes and API v2 has no endpoint for users; teams are read-only.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in Simplicate | Notes |
|---|---|---|
Persoonsnummer | Eigen veld bij de medewerker (custom_fields) | Fixed key, also with several employments |
Roepnaam, voorletters | first_name, initials (persoon) | |
Voorvoegsel, achternaam | family_name_prefix, family_name (persoon) | |
Zakelijk e-mailadres | email (persoon) en werkadres | |
Leidinggevende rol op de organisatie-eenheid | supervisor (medewerker) | |
Organisatie-eenheid | teams (persoon) | Through a lookup to existing Simplicate teams |
Werkrooster (uren per dag) | even_week en odd_week (rooster) | |
Datum in dienst / uit dienst | start_date / end_date (rooster) |
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