A skills matrix can show leave and absence without knowing why someone is away: the integration with HR only passes on a period of unavailability, and the reason stays in the HR system. KoppelHet builds that from AFAS Profit and Visma Raet YouForce to AG5, together with new employees, their employment contracts and closing them on departure.
A skills matrix shows who is qualified for which work, for example with VCA (Dutch safety certificate) or NEN 3140 (Dutch electrical safety standard). The planner uses it to deploy people. That only works if the matrix also knows who works there and who is away that week. Without an integration, new technicians only appear in the matrix after their first week, leavers stay in it and scheduling does not see that someone is sick or on leave.
Only absent, not why
Leave and a sickness report both become a period of unavailability in AG5. AG5 does not get to see whether it is sickness or leave. Health data therefore does not enter the skills platform.
That starts with the rights. In the HR system, KoppelHet only asks for the rights needed to know when someone is absent. The reason is not passed on. For the planner, that is enough: they want to know whether a qualified colleague is available on a date.
A sickness report without an end date stays open in AG5 until the recovery report. The planner therefore does not see the colleague as available again before HR has recorded the recovery.
How quickly a sickness report shows in the matrix
YouForce delivers the changes since the previous synchronisation. KoppelHet only requests those. A sickness report from this morning is therefore in AG5 the same day.
Long absence weighs most in scheduling. Maternity leave is separate from ordinary leave in YouForce. KoppelHet therefore includes it separately, so that period is in the matrix too.
There is a limit to the first load of AG5. YouForce only returns leave over the last two years. The first load therefore contains only recent and planned absence.
New employees before they start
A hire recorded weeks ahead in AFAS goes into AG5 straight away. The employment contract there only starts on the start date. The training coordinator can therefore already schedule the VCA training, while scheduling does not yet count on the new colleague.
That way a new technician is in the matrix with their qualifications on the day they start, and not a week later.
Multiple employment contracts and departure
Employment contracts are harder in a skills matrix than they look. Two situations come up often:
- Two employment contracts one after the other, for example first temporary and then permanent. AG5 gets one employee. Certificates obtained stay with the new contract.
- Two employment contracts at the same time, in care often in two departments. Each becomes an employment contract on the same employee, so qualifications are visible in both departments.
On departure, KoppelHet closes the employment contract in AG5. The employee is not deleted. An inspection can thus still see afterwards who was qualified on a given date. If a former employee returns, they get a new employment contract in AG5 on the existing employee, and certificates that are still valid count straight away.
Where the certificates stay
AG5 remains the place for qualifications and certificates. Writing back to YouForce is not possible through the YouForce APIs this integration uses, because they are read-only for this data. Certificates back to HR can follow later as an extension, where the HR system allows it. How that works is covered under certificates back to HR.
How KoppelHet builds this
KoppelHet builds the integration per organisation on its own platform, with AFAS or YouForce as source and AG5 as target. Version 4 of the AG5 API is still in beta. KoppelHet therefore tests the integration after every AG5 release, so a changed field does not silently drop data.
See the combinations AFAS and AG5 and YouForce and AG5. Read more about skills matrix and availability or about the whole pillar training and certificates. How leave and absence reach other systems is covered under leave, absence and time.