PeopleForce integration with Optima: HR data flows without exports

The integrator runs from Windows Task Scheduler, so the exchange is recurring rather than instant. We agree the run frequency together during implementation, and you can change it later in the scheduler.

That depends on the direction of the data. Employee records, contracts and entitlements are changed in the system they come from; a change made on the receiving side does not go back to the source. Only absences sync in both directions: if the same entry changes on both sides between runs, the integrator compares the save dates and keeps the newer change.

In this integration, the employee does not submit a sick leave request: the sick note goes from eZUS to Optima, and from there the integrator passes it to PeopleForce as an approved absence. It shows in PeopleForce after the next integrator run, not only when the month closes; the employee profile also shows the total number of days used.

The exchange works for people kept in Optima's HR module. People working on a B2B basis are sometimes recorded only as counterparties in the accounting module; in that case they are not covered by the sync. PeopleForce itself supports different work types, so they can be managed in the system without data exchange. Before implementation, it is worth checking how they are set up in your instance.

The exchange is set up between a PeopleForce account and an Optima database, so for a group of companies working on several databases we agree the scope before implementation. We then arrange a call with the partner responsible for the integrator to fit the solution to your structure.

PeopleForce itself manages legal entities as a separate dimension: an employee and their position can be assigned to a specific company, and the split shows in imports, exports and reports, including the pay gap report. We enable this part on request: tell us about your company structure on the first call, and we will set it up together with the exchange scope.

We sync absences and entitlements from 1 January of the current year. The balance is then correct, including carry-over from the previous year, and the closed year stays in Optima. The contract register is transferred with its history and addenda, because employees use it on an ongoing basis.

Matching takes two steps: first by PESEL number, then by the “PeopleForceId” attribute stored on the employee in Optima. If neither step finds the person, the integrator creates a new record, so when starting on existing databases we first run the PESEL mapping to avoid duplicates.

No. In this integration, a folder set for payslips, bills or PIT forms cannot also be the folder that sends documents to e-files in Optima. Each direction gets its own folder; you set this up once, during configuration.

A matching integrator version is prepared for every new version of Optima; updating means replacing the files in its directory. Before replacing them, you stop the task in the scheduler and keep the integrator's configuration file: it holds all the settings and mappings, so it goes back in place after the update.

Yes. Someone from the accounting firm can be given an account with limited visibility: they will see only what they need, for example requests from managers and documents to prepare. You decide the scope of permissions, and we help you configure it.

In PeopleForce, go to Settings → Integrations → Optima and contact the team, or write directly to your account manager. The first step is a call where we agree the Optima version, server access and the scope of mappings.