1. Employment Hero Help Centre (UK)
  2. HR Web Platform
  3. Managing HR Data by Integration
  4. Payroll Integrations
  5. KeyPay platform
  6. Integrating with Keypay

Integrating with KeyPay - HR Web Platform

Jimmy
Updated

Overview

Integrating Employment Hero with your KeyPay platform makes Employment Hero your source of truth for information such as company settings, payroll settings, and employee file data. When you connect the two platforms, Employment Hero will import your organisation details, payroll settings, and employee files from your KeyPay platform automatically.

After this initial connection, the data will only flow automatically from Employment Hero to your KeyPay platform, as this data connection is not bidirectional. Thereby meaning Employment Hero becomes your source of truth, where you and your employees update details as they change, and, once saved, those changes would automatically reflect in your KeyPay platform.

Warning

To read a complete breakdown of what fields and data points sync between Employment Hero and KeyPay, refer to the following article.

Availability

HR Plan:   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Getting started

Connect to KeyPay
  1. Click the General Settings menu.
  2. Click the Add-Ons submenu. 
  3. Click the Connect button.
    Screenshot showing payroll add on options
  4. Read the first page of the connecting to KeyPay payroll wizard.
  5. Once you have read and actioned the first page, click the Start button.
    Screenshot showing first page of the payroll wizard asking to you press start
  6. Read the second page of the connecting to KeyPay payroll wizard.
  7. Once you have read and actioned the second page, click the Next button.
    Screenshot of payroll wizard readying you to import employee data asking you to make sure your information is current
  8. Read the third page of the connecting to KeyPay payroll wizard.
  9. Once you have read and actioned the third page, click the Next button.
    Screenshot of the payroll wizard asking you to make sure any terminated employees have been removed from any data you will import
  10. Read the last page of the connecting to KeyPay payroll wizard.
  11. Once you have read and actioned the last page, click the Connect Now button.

    Helpful Hint

    Once you click the Connect button, Employment Hero will redirect you to your KeyPay platform. If you need to change the email listed on the page, select the No option for the Is this Email Address Used in Your Own Employee File in Payroll question, followed by the Update button.

    A pop-up will now show where you can enter your new email address; once this is done click the Save button. You will now receive an email with instruction on how to verify your new email address and start using this on your Emplyment Hero Platform.

    Screenshot of the final screen of the payroll wizard asking you to avoid duplicating your own details within its system by making sure your email address for employee hero matches the email you will upload in payroll for yourself.
  12. Enter your username and password and click the Log In button
    Screenshot of the keypay log in page
  13. Select how you want to receive your two-factor authentication code.
  14. Click the Send Code button.
    Screenshot of instructions of selecting a two factor verification code for logging on to keypay giving either the option of SMS or email.
  15. Enter your two-factor authentication code and click the Verify button.
    Screenshot showing how to log on using a two factor verification code
  16. Click the Allow Access button.
    Screenshot showing that when you first log in to keypay you are asked to grant access to employment hero. There is a red outline to a green button that says allow access.
  17. If you have multiple payroll accounts, you will need to select which one to connect to Employment Hero and then click the Submit button.
    Screenshot with option to select organisation so that you may choose which payroll to work with

    Important

    Once Employment Hero has imported the data from your KeyPay platform, you will see a status screen. From this page, you can see if there are any integration errors. If there are integration errors, you can click the View Conflicts button to see detailed information on the import conflicts.

    Screenshot of the connect to keypay screen illustrating detecting of conflicts between the accounts. there is a yellow alert triangle then a list of these conflicts

Maintain

Manually importing employee files
  1. Click the General Settings menu.
  2. Click the Add-ons submenu.
  3. Click the Actions button.
  4. Click the Update button.
    Screenshot showing connected applications in employment hero hr system. keypay is shown at the top with the buttons action and update highlighted to start manual import process.
  5. In the Employees section, click the Update from Payroll button.
    Screenshot of the update data page where you can make sure information is synced from payroll. here the button to update employee data is blue and highlighted with a red circle, asking you to click it

    Helpful Hint

    The Employees section will now show a grey Updated button and means Employment Hero has successfully imported your employees from your KeyPay platform.

    Screenshot of the update data page. the button from the last screen now shows as grey as explained in the text
Manually importing organisational details
  1. Click the General Settings menu.
  2. Click the Add-ons submenu.
  3. Click the Actions button.
  4. Click the Update button.
    Screenshot showing connected applications in employment hero hr system. keypay is shown at the top with the buttons action and update highlighted to start manual import process.
  5. In the Organisation Details section, click the Update from Payroll button.
    Screenshot of the update data page where you can make sure information is synced from payroll. here the button to update organisation data is highlighted with a red circle, asking you to click it

    Helpful Hint

    The Organisation Details section will now show a grey Updated button and means Employment Hero has successfully imported the data from your KeyPay platform.

    Screenshot of the update data page. the button from the last screen now shows as grey as explained in the text
Manually importing pay items
  1. Click the General Settings menu. 
  2. Click the Add-ons submenu. 
  3. Click the Actions button. 
  4. Click the Update button. 
    Screenshot showing connected applications in employment hero hr system. keypay is shown at the top with the buttons action and update highlighted to start manual import process.
  5. In the Pay Items section, click the Update from Payroll button.
    Screenshot with the update from payroll button highlighted in red for syncing the pay items from payroll.

    Helpful Hint

    The Pay Items section will now show a grey Updated button and means Employment Hero has successfully imported your pay items from your KeyPay platform.

    Screenshot of the update data page. the button from the last screen now shows as grey as explained in the text
Manually importing pay slips
  1. Click the General Settings menu.
  2. Click the Add-ons submenu. 
  3. Click the Actions button. 
  4. Click the Update button. 
    Screenshot showing connected applications in employment hero hr system. keypay is shown at the top with the buttons action and update highlighted to start manual import process.
  5. In the payslips section, click the Update from Payroll button. 
    Screenshot with the update from payroll button highlighted in red for syncing the payslips from payroll
  6. Select the required pay slip from the Pay Slip drop-down.
  7. Click the Import button.
    Screenshot shows a pop up for updating the payslips, asking you to select which payslips from specific pay runs you want to import

    Helpful Hint

    The Payslips section will now show a grey Updated button and means Employment Hero has successfully imported your selected KeyPay pay slips.

    Screenshot of the update data page. the button from the last screen now shows as grey as explained in the text
Disconnecting from KeyPay

Warning

After disconnecting from KeyPay, Employment Hero will no longer synchronise your employee data between the two platforms. However, all existing employee data will remain within the HR platform.

  1. Click the General Settings menu.
  2. Click the Add-Ons submenu. 
  3. Click the Actions button.
  4. Click the Disconnect button. 
    Screenshot showing connected applications in employment hero hr system. keypay is shown at the top. The action button is highlighted with a red outline. click this to be given the option to disconnect which is in red with a bin icon.
  5. Click the Disconnect Application button. 
    Screenshot showing that clicking to disconnect keypay triggers a popup asking you to confirm the decision. once disconnected your data will remain in both systems but will no longer sync.

Further information

How do I import pay slips automatically

Employment Hero will check once a day for eligible pay slips and requires three conditions to import pay slips automatically from your KeyPay platform and they are:

  • A finalised pay run.
  • A published pay slip.
  • The paid date is within four days of the current date, i.e. four days prior and/or four days after the current date.

Author recommended

So you have now set up your KeyPay and HR platform integration and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:

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