HR-Payroll management - syncing users

This guide explains how to complete the first-time sync of a user from HR to Payroll via the integration. It covers what you need in place before you start, how to manually send the user from the pay run employees tab, and what happens after the sync is successful.

Contents

• Before you start

• Why the first sync is manual

• Syncing a user to payroll for the first time

• Monitoring the first-time sync

• What happens after a successful first sync

Before you start

Before you can sync a user to Payroll for the first time, make sure:

• The user has been assigned to a payroll in HR (via the Payroll Cloud field under Personal details > Employment details).

• The change has been saved in HR.

• You know which pay run and payroll the user should appear in.

For more information on assigning users to a payroll, see the assigning users to payroll guide.
 

Why the first sync is manual

The first sync of a user is not automatic.

• When a user is assigned to a payroll, the integration does not immediately send them to Payroll.

• Instead, the system relies on you to manually send the user from within the relevant pay run.

This manual step ensures that:

• You can control when a new user is first introduced into Payroll.

• You have an opportunity to review their data before it is sent.
   

Syncing a user to payroll for the first time

To sync a user for the first time, you start from the pay run employees tab.

1. Go to Payroll > Payroll Management
2. Select the correct company, if you are prompted to choose one
3. On the main Payroll Management screen, select the Details button against the pay run that matches the user’s payroll
4. On the Pay Run Details screen, select the Employees tab
5. In the Eligible sub-tab, find the user you want to sync for the first time

You can now choose whether to send a single user or multiple users:

• To send a single user

  1. Click the Actions button for that user.

  2. Select Send to Payroll.

• To send multiple users at once

  1. Use the checkboxes to select all relevant users in the Eligible list
  2. Click Synchronise

Monitoring the first-time sync

After you mark a user to send to Payroll:

1. Stay on the same Pay Run Details screen
2. Select the Data Changes tab
3. Look in the In Progress section

When the user is sent:

• An event (or multiple events) is created for that user.

• These events appear in the In Progress sub-tab of Data Changes.

From here, you can:

• Monitor the progress of the record synchronisation.

• Confirm when the event moves from In progress to Success, or see if it appears under Failed if there is an issue.

What happens after a successful first sync

If the first-time sync is successful:

• The initial employee record is created in Payroll.

• This employee record then automatically triggers related events, which can include:

  • The Job & Pay record

  • Any valid Allowances

  • Any valid Payments

These additional events:

• Are created by the integration after the first employee record is accepted.

• Also appear in the Data Changes tab for the same pay run.

• Will have their own event statuses, which you can monitor in the same way.

By completing this first manual sync and checking the data changes, you ensure that:

• The user exists in Payroll with a valid employee record.

• Any linked job, pay, allowance, and payment information is also set up correctly for that user.