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Integrating Employment Hero HR platform with Employment Hero Payroll

Updated

Available for the following EmploymentOS plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following HR Classic plans: Standard, Premium, Platinum
Available for the following Payroll plan: Standard, Premium
Available for the following user access levels: Admin 

Integrating Employment Hero HR with Employment Hero Payroll connects the two systems so they automatically share employee and payroll information. This saves time by removing the need to enter the same details twice and helps keep your data accurate and up to date.

Once connected, Employment Hero HR becomes the main place to manage employee information and employment changes. Any updates made in HR will automatically flow through to Payroll, ensuring both systems stay in sync.


 

How to Prepare

How to prepare to integrate your HR platform and payroll platform
  1. Complete a test pay run in Payroll.
  2. Ensure you are an admin user in your HR platform and a Full Access User in your Payroll platform.
  3. Ensure that the 'Account Email' of employees entered in HR matches precisely with their email listed in their 'Employee Details' in Payroll. This prevents the creation of duplicate accounts.
  4. All pay categories, leave categories, and locations must be set up in Payroll.
  5. Set up 2-Factor Authentication in both the HR and Payroll platforms.
  6. Check that your account email in HR matches your employee email in Payroll, not your managed user login.
  7. Set up your employees in the Payroll platform.

Before finalising the HR to Payroll sync, it's essential to have concluded all parallel testing. This step is critical, as completing the sync means that HR will be established as the ultimate source of accurate information.

Instructions for how to sync your platforms

Step-by-stop guide to syncing your HR and payroll platform
  1. Log on to your Employment Hero HR platform.
  2. Navigate to the General Settings menu within HR.
  3. Select the Add-Ons submenu.
  4. Find your payroll platform and select Connect.
  6. Read through the Payroll Integration Wizard to understand more about the connection between Employment Hero and your payroll.
     

    7. Helpful Hint

    This is your final chance to ensure your email address matches between the HR and Payroll platforms. If your email address needs to be updated, select No when asked, Is this Email Address Used in Your Own Employee File in Payroll? Then, click Update.

      A pop-up will appear allowing you to enter your new email address. After entering it, click Save. You will receive an email with instructions to verify your new email address, and once verified, you can start using it on the HR Platform.
  7. Please make sure to complete this step before moving to the next stage to ensure the accuracy of the synchronisation process.
  8. Once you click the Connect button, Employment Hero will redirect you to your payroll platform to enter your Payroll Admin Login credentials.
  9. Choose the appropriate entity from the dropdown menu and select Allow Access.
  10. Input the two-factor authentication code and click Verify.
  11. If you have multiple payroll accounts, you must designate the one to link with the HR platform.

Employment Hero HR is now your source of truth

After your HR platform imports data from Payroll, you’ll see a status screen showing any integration issues. If there are problems, click View Conflicts to see what needs attention.

Employment Hero HR is now your main system for managing employee information. Make all updates to employee details and pay information in HR, and onboard all new employees there as well. Once onboarding is complete, their payroll record will be created automatically in the payroll platform.

See this article for more details on how data moves between HR and payroll.

Troubleshooting

All organisations will receive a notification that says ‘we have detected some conflicts’. Please use the examples below to resolve the most common conflicts.

Employee exists on Employment Hero HR & payroll

This message will appear for any employee who existed on Employment Hero HR prior to connecting HR and Payroll. This will typically relate to admins who were active on the platform to help set up.

If all of your employees are already using Employment Hero HR, this conflict will show for any active employee.


How to resolve this conflict:

Use the action column to choose to use Employment Hero Payroll Data. Choosing Payroll Data will import your personal/pay details from your payroll platform. To action this in bulk, select the relevant employees and use the Use Payroll Data button at the top of the page.

Leave category does not exist on payroll

The Employment Hero HR platform has three test leave categories: Annual Leave, Time In Lieu, and Sick Leave. If you refer to these leave categories as any other naming convention (e.g., your sick leave category is titled 'Personal Leave' in Payroll), our test version will be disabled, and your naming convention will be used instead. There is no action required.

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