HR to scheduling
Leave balances and absence between HR and scheduling: which system leads
Leave and leave balances only stay correct if it is agreed beforehand which system keeps the balance: the HR system or scheduling. KoppelHet puts approved leave and balances from AFAS, Loket, HiBob, SAP SuccessFactors and Workday into Quinyx, Shiftbase or Planday, or books leave from Protime back into the HR system, depending on that choice.
What it is
Without an integration leave approved by HR does not reach the roster, and the planner rosters someone who is off. Conversely, the payslip shows the payroll system's balance and the scheduling app a different one.
Systems also count leave differently. AFAS books leave in minutes, UKG and Shiftbase in hours or days. Loket calculates entitlement with its own schemes, Quinyx shows balances on trackers and has a separate statutory balance for the Netherlands.
How the integration handles it
- Per customer we agree which system keeps the leave balance, and the integration keeps the other in line.
- If the HR system leads, leave taken in scheduling goes back as a leave booking and the new balance reaches scheduling the next morning.
- Balances go onto the matching tracker: statutory and extra-statutory leave from AFAS separately, balances per leave policy from Bob, per time account from SuccessFactors and per leave plan and country from Workday.
- Only approved leave counts. A request that is pending or rejected does not touch the balance.
- Units are converted. A leave day of 7.5 hours becomes 450 minutes in AFAS, so the balance does not shift by a factor of sixty.
- If leave in Bob is moved, withdrawn or rejected, scheduling adjusts. A daily check looks back over a short period, so a missed notification still reaches the roster within a day.
Edge cases we handle
- In Deputy a new balance replaces the old one. The integration therefore always sends the full balance per leave type, never just that week's leave taken.
- Planday does not accept a balance as a fixed number, only bookings. The integration compares the Workday balance with Planday and books only the difference.
- In Protime and through the YouForce API balances are read-only. There scheduling records the absence and the HR system keeps the balance, or the other way round; agreed per customer.
- Nmbrs has four leave types per employee, Protime often more absence codes. Each code becomes an Nmbrs leave type, sickness, or is dropped if not relevant to pay.
- Daily versus weekly schedules: from YouForce to AllSolutions the daily schedule is totalled per week, and leave goes across per leave type through a translation table.
What KoppelHet does
We settle which system keeps the balance in the design, not during go-live. If scheduling cannot receive balances, we say so beforehand and choose a starting balance at the start of the year or a fixed split of tasks. Leave balances can also come later as an extension to an existing integration of employees and hours.
Common integrations
Quinyx → AFAS Profit
Quinyx to AFAS integration: worked hours and allowances to the payroll run, contracts and leave balance back
Quinyx → Loket
Quinyx to Loket integration: hours and allowances as variable payroll data per period, leave back
ShHiBob → Shiftbase
HiBob to Shiftbase integration: employees and approved time off from Bob straight into the schedule
Workday → Planday
Workday to Planday integration: employees, contract hours and leave balance per site in scheduling
SAP SuccessFactors → Quinyx
SuccessFactors to Quinyx integration: employees, contract hours and approved time off from Employee Central in scheduling
Protime → Visma Raet YouForce
Protime to YouForce integration: calculated hours to payroll, employees and contracts back
Deputy → AFAS Profit
Deputy to AFAS integration: approved timesheets to the payroll run, employees and leave balance back
Customer cases
Waterschap Drents Overijsselse Delta en Waterschap Vechtstromen
Public sector
Both water boards went live on Visma Raet YouForce on 1 January 2024. KoppelHet brings employee data with full history, leave and absence to AllSolutions daily, converting daily schedules into weekly ones.
“What I appreciated most in working with KoppelHet were the short lines and their input on new ideas.”
Waterschap Noorderzijlvest
Public sector
Waterschap Noorderzijlvest uses the same integration as Drents Overijsselse Delta and Vechtstromen. Employees, leave and absence flow from Visma Raet YouForce to AllSolutions, with its own translation of departments, home departments and leave types.
Frequently asked questions
Which system keeps the leave balance?
We agree that per customer. Usually the payroll or HR system stays leading and scheduling shows the same balance. If the HR system cannot receive leave, scheduling becomes leading.
Does scheduling also see who is ill?
It can. With vPlan approved leave and sick notices from AFAS reduce the available hours on those days, without passing on the reason.
What happens when leave is withdrawn?
Then it disappears from the roster and the balance is correct again. Only approved leave counts.
More on Leave, absence and time
Leave, absence and time: the overview
Hours to payroll
HR to scheduling
- Employees and contract hours to schedulingNew employees, hour changes and departures in the roster on time.
- Leave balances and absenceOne system keeps the balance, the other shows the same.