Buddee integration V2

Buddee-Shiftbase integration 

The integration from Buddee to Shiftbase can be used to automatically send employee data to Shiftbase. You fill in all the information in Buddee and they will automatically be updated in Shiftbase.

Content

Installing

Integration settings

Absence Settings

Employees & contracts

Exporting data to Payroll integrations

Please consider: The best way to use the absences, is in Buddee. If you add absences, or adjust them in Shiftbase, these actions will not be synchronized in Buddee.
The setting below will be focused on Only using an absence balance in Buddee, to avoid confusion.

Installing

1. Go in Shiftbase to:
   Settings → App center →Buddee 🡪 Install 🡪Add Buddee integration.
   
2. Copy the generated API-key, which you can find under Key.
3. In Buddee, you go to Settings and on the bottom of that page and click on “View details” next to Shiftbase V2 and then Install.
   
   

Then the screen will open where you can paste the API Key that was generated in step 2 and Save to finish the installation. 

Integration settings

Teams

• Make sure that every employee in Buddee is connected to a Shiftbase team, if you want the data of this employee in Shiftbase.
• Only employees where a team is selected, will be synchronized with Shiftbase.
  
  

This team will also be used in Shiftbase on the setting for Teams & permissions. You can always add teams and/or permissions on other departments, but always one team has to be selected.
The team states where the employee can be scheduled. 

Departments & Contracttypes 

• Connect the Departments and Contract types from Buddee, with the right fields from Shiftbase, through the Settings page in Buddee. 

• These departments will be used to fill in the Contract department of the employee contracts in Shiftbase.
  This does not have to be equal to the department of the chosen team.  
  
  On the Reports page in Shiftbase, you can filter on Contract department, so you can take that in consideration too if you are selecting the Shiftbase departments. Besides of that, the hours of absences will be registered on the contract department in Shiftbase too.  

Contract types

After that, you can link the Contract types from your Buddee account, to the contract types from your Shiftbase account. 

On this page you can link the corresponding contact types from both systems. In Shiftbase, you can edit the contract types on the page of Settings🡪 Employees 🡪 Contract types. There you can find the settings of the existing contract types and also create new types.

Absence Settings

1. Make sure that in Shiftbase, you have at least one absence type for illness and one absence type for holiday.
   You can do this in Shiftbase by going to Settings🡪Absence. By default, Vacation & sick are already in your account.
   
2. After that you edit to the Absence policies in Shiftbase, by clicking on the pencil.
   In the Policy details can select on what data the Time off accrual will be calculated. To avoid confusion, we advise to only keep track of that in one system, so you can select “None” here, because the initial absence registration is in Buddee.
   
   
   
3. Further below in the absence policy, you can find the Policy configuration. There you can turn absence types on or off for that policy, by clicking on the orange marked buttons. You can also edit the configuration per absence type.
4. If you disable the time off accrual, also deselect the absence balance in the Vacation configuration. Otherwise all absence hours will be taken out of the balance and all employees go to minus.
5. Click on Activate to save the settings.
   
   
   
6. There you can turn absence types on or off for that policy, by clicking on the orange marked buttons. For this integration to work, you only need at least two absence types to be turned on. So for instance the Vacation & Sick as mentioned before.
   
   If you want to use more absence types, make sure these types are also enabled in the absence policy, otherwise they cannot be added in Shiftbase.
   You can enable more absence types in Shiftbase, if you want to use more corresponding absence types in Buddee.  
   
   
7. Make sure at least two absence types are enabled in the policy. Each contract type in Shiftbase is linked to an absence policy.
   Therefore they need to be turned on in all linked policies.
   
   If other types are still enabled and used in Shiftbase, they will not be added in Buddee. But you can still use them in Shiftbase.
   
   
8. After that you can map the Buddee absence types with the corresponding Shiftbase absence types.
   
   
9. Save the settings to complete this process. 

Employees & contracts

New employees

• When you create a new employee in Buddee this employee will also automatically be created as a new employee in Shiftbase.

Existing employees

• If you have employees in Buddee that are already in Shiftbase, will automatically be linked, based on the Work e-mail. If that e-mail isn’t available, then the private e-mail will be used. The Work e-mail will always be chosen first. 
  Before inviting the new employee in Shiftbase, make sure the work e-mail is active, otherwise the invitation mail and all following mails will be bounced.  
• After linking the Buddee employee with the Shiftbase employee, the employee data will be exported from Buddee to Shiftbase.
  All updates have to be done in Buddee, to be changed correctly in Shiftbase. 

Shiftbase contracts

• Contracts that belong to the Employment of the employee in Buddee, will automatically updated in Shiftbase after creating or editing them in Buddee.  

• To be able to have a working synchronisation, all following fields have to be filled in in Buddee, to have the correct contract data in Shiftbase;
  
  Contract start date
  Please be aware that the Contract start date under Shiftbase contracts(in Buddee) will be used for the contract start date in Shiftbase. This is used to determine from which moment you are going to keep track of the data of the employee. Think about the Plus minus. So if a data in the past will be chosen, the Plus minus will start calculating from that moment, while there are no approved worked hours for that period in Shiftbase.
  In Shiftbase, there is an employee field called Hire date, this date is also used for anniversary notifications for the employees and therefore we suggest to use that field to fill in when the employee was hired. 
  
  End date contract (For temporary employees)
  
  Function
  
  Terms of employment
  
  Working schedule
  In this page, the Amount of contract hours will be filled in to use in the contract hours per day in the contract in Shiftbase. This will be used for the plus minus calculation .

This will automatically be sent to Shiftbase and every change will directly be sent to Shiftbase. 

If an employee has another work schedule, you can create a new work schedule in Buddee, so that it will create a new contract in Shiftbase, so that the calculation of the plus minus will change from that point on. 

This will result in the following contract in Shiftbase: 

Vacations & sickness

Vacation

• Only the Approved holidays in Buddee, will be exported to Shiftbase. 
• Declined requests will automatically be deleted completely from Shiftbase.  
• The absence hours will correspond with the working schedule in Buddee, so there will only be absence days registered on the days that the employee would work, according to their working schedule.  

Sickness

• All sickness registrations from Buddee, will be automatically synchronised to Shiftbase.
• In Shiftbase, these registrations will automatically be added with the status “Approved”. 
• When the employee in Buddee has been reported as “back at work”, the absence period in Shiftbase will automatically get an end date in Shiftbase. 

Log messages

The Log messages next to the Shiftbase settings in Buddee, indicate how many error messages there are from the integration between Buddee and Shiftbase. This gives indications of why some data is not exported correctly to Shiftbase. 

You can find these messages in Buddee through Settings🡪Apps🡪Shiftbase. 

Examples of log messages:

 

Error notification	Reason/possible solution
Email is missing, please fill in work or personal email.	There is no work and/or private e-mail filled in for this employee. Solution: Fill in the work and/or private e-mail for this employee in Buddee.
Employee team is not set, please go to the Shiftbase App settings to select a team	There is no team selected for this employee in the Buddee-Shiftbase settings. Solution: Go to the Shiftbase app-settings and select a team for this employee.
Employee Shiftbase Contract missing.	The employee has no active Shiftbase-contract.  Solution: Check if the employee file has an active Shiftbase contract. You can find this in the employment of the employee in Buddee.
Department not mapped please go to the Shiftbase App settings to map departments	The Shiftbase-contract van de werknemer heeft geen afdeling geselecteerd. Solution: Map the departments correctly in the Shiftbase App-Settings. Solution: Make sure the employee has a Position filled in.
Contract type mismatch.	The Shiftbase-contract of the employee has no contract type. Solution: Map the contract types correctly in the Shiftbase App-settings in the settings for Contracts.
Employee is missing	The employee is not found in the external mapping. So the data is not exported to Shiftbase. Solution: Check if there is a team selected for this employee in Buddee and if the employee should have been synchronised.
Absence option is missing	The absence type is not mapped Solution: Map the absence type in the app settings from Buddee to Shiftbase correctly.

 

Questions or need any help?

Feel free to contact Buddee support through support@buddee.nl  for support with the integration between Buddee and Shiftbase. 

Exporting data to Payroll integrations

If you want to export the payroll mutations for the employees to a third party through an payroll integration, then this is possible. (The worked hours for the hourly employees and the relevant payout information for the fixed employees).

For having a correctly working flow between Buddee🡪Shiftbase🡪 Payroll integration, it is important to pay attention to the correct settings.  Below you will find what is needed to have the flow set-up correctly. 

Configuration settings

On the Configuration settings you can select which fields of the payroll integration you want to import in Shiftbase. Because all relevant data comes from Buddee, you want to deselect all import fields: 

Contract fields: All Contract fields can be deselected. 

Employee fields: All the employee fields can be deselected.

Automatically add new employees: This function can be turned off.

 

Edit mapping

In the mapping of the payroll integration, you will find five pages with mapping settings. The settings can be as following: 

Contract departments: All cost centers/departments from the payroll integration can be set to “Do not import”. 

Contract types: These contract types can be mapped correctly, because the first page with contract departments is all set to “Do not import”. With mapping this page, you will prevent daily error messages regarding the automatic nightly import. 

Employees: On this page you can link the employee from the payroll program to the right employee that is in Shiftbase. This link is important, because here you select from which Shiftbase account the payroll data will be gathered for the export.
Important note: If this was not done automatically, manually put the employees on “Export hours only”.

Cost centers: On this page you can select from which departments In Shiftbase  the information for the payroll export will be gathered. Only data from the departments that are selected for export, will be gathered in the payroll report.

Wage/hour components: On this page you can select which hour components will be included in the payroll report for the export and to which hour component they have to be exported in the external payroll program.
Only components where a hour component is selected, will be exported. 

 

For more information about the payroll integrations, we recommend to go to the helpcenter article of the payroll program that you use, there you should find all the information of that specific integration.