Synchronising Employees with Payroll and HR Systems

• Each integration must be assessed and configured for the organisation using it.
• The information available depends on the connected platform and the approved integration scope.
• Employee identifiers and organisational values must be suitable for matching records between systems.
• Contact Engage Support before assuming that an existing connection can be enabled without configuration or implementation work.

Engage supports inbound employee-data integrations with:

• Datacom
• DataPay
• iPayroll
• PayHero

These integrations use the payroll platform as the source of truth for core employee information.

1. The employee is created in the payroll system.
2. Engage receives the employee information through the payroll system's API.
3. Engage creates the employee profile.
4. Engage automatically creates the employee as an Engage user.
5. Subsequent employee-data changes received from payroll are applied to the Engage profile.
6. Termination dates received from payroll are used to update the employee in Engage.

The exact fields, mapping rules and update timing are confirmed as part of the integration configuration.

BambooHR follows the same inbound employee-synchronisation model, with BambooHR acting as the source of the employee information.

1. The employee is created in BambooHR.
2. Engage receives the employee data through the integration.
3. Engage creates the employee profile and automatically creates the Engage user.
4. Changes received from BambooHR are applied to the employee profile in Engage.
5. Termination dates received from BambooHR are used to update the employee in Engage.

A customer-specific PayGlobal connection operates from Engage to the payroll system and uses a secure file transfer.

1. The employee is created in Engage.
2. The employee record passes through the configured approval stages in Engage.
3. Once approved, Engage creates a file containing the required employee information.
4. Engage sends the file securely to PayGlobal using SFTP.
5. PayGlobal imports the file and creates the employee in its system.
6. Terminations are processed in Engage and sent to PayGlobal through the same secure file process.

This is a bespoke integration configured for a particular customer. For more information contact support@engagesolutions.co.nz

When discussing a payroll or HR integration, confirm:

• Which system will be the source of truth
• Which employee fields must be transferred
• How employees and users should be created
• How organisational values will be mapped
• How employee changes and terminations should be handled
• The required update timing
• Any approval, security or file-transfer requirements

Does Engage send information back to every payroll system?
No. The Datacom, DataPay, iPayroll and PayHero connections described above bring employee information into Engage. The customer-specific PayGlobal integration sends approved employee information from Engage to PayGlobal.

Are Engage users created automatically?
For the inbound payroll and BambooHR connections described above, Engage creates the employee profile and automatically creates the corresponding Engage user.

Can every customer use the PayGlobal connection?
Not at the moment. The current PayGlobal workflow is a bespoke integration configured for a particular customer.