Getting started as a new customer

Use this topic if you are a new customer to both Staffology HR and Staffology Payroll.

Before you integrate

You must complete the steps listed in this topic before you can integrate your HR and Payroll companies.

Activate the Company checkbox

1. Sign in to Staffology HR.

2. Go to System Tools > Utilities > Tools > System Configuration.

3. In the Contract section, select the Company Field checkbox.

   

4. Select Save.

Set up a company in HR

5. Set up a company in both HR and Payroll. Return to this page once you have set them up.

Add employees in HR

6. Add your employees and assign them to the company you have created. if your package includes a data import, you can add your employees this way.

7. For the integration to work, all fields listed in the following table from the Personal, Contract, and Payroll tabs in Staffology HR must be complete in employees' records. To check this, you can create and run a quick query.

   • If you are using the Foundation package, you must check the fields manually in employees' records

     HR Tab	HR Field
     Personal	Title Forename Surname Address (minimum 2 lines) Postcode Gender Date of Birth
     Contract	Start Date Company Country
     Payroll	Payroll Number NI Number (no spaces) NI Code
     Payroll - Bank Details	These fields are not required, but we recommend completing them: Account Number Sort Code Pay Method If the employee is paid by BACS: From the Pay Method list, select Giro so the payment syncs to Payroll as a credit Do not select BACS, as this prevents the payment from syncing If you leave this field blank, it defaults to Credit when synced

   Create a Quick Query

   Ultimate, Professional, and Essential packages

   You can run a Quick Query to check that all required fields are complete.

   To do this:

   1. Open the Quick Queries topic and follow the instructions to create a new query.

      When creating your query, add the following:

      • From the Form list, choose Personal. This relates to My Details > Personal.

      • In the Search Results, select Forenames and Surname.

      

   2. Using the Form list again, select Contract.

      • In Select Fields, choose Company

   3. Repeat the same steps to include all fields in the query using this table as a guide.

   If all fields required for the integration are complete, you can start the integration.
   
   If any fields are missing, update them in employees' records. You must do this manually, except for the Company field, which you can update in bulk if you are on the Ultimate, Professional, or Essential package.
   
   Refer to Bulk update the Company field for more information.
   
   

   Bulk update the Company field

   Ultimate, Professional, and Essential packages

   How you update the Company field in employees' records depends on if all employees in the system work for the same company:

   All employees work for the same company:

   You can create a Lookup Replacement without filtering employees.

   Add this criteria:

   • From the Field list, choose Contract - Company

   • Leave the From list blank

   • From the To list, select the company you want to assign

   Employees work for different companies:

   Use the Employee Selector first to filter the employees you want to update, then apply a Lookup Replacement.

   To do this:

   1. Open the Employee Selector and filter the employees you want to update.

      For example, if all employees in the Manchester office work for the same company, filter by Location/Division and select Manchester.

   2. With the Employee Selector active, create a Lookup Replacement.

      Add this criteria:

      • From the Field list, choose Contract - Company

      • Leave the From list blank

      • From the To list, select the company you want to assign

   Foundation package

   Individual updates only.

   • You must update all fields in each employee's record individually before completing the integration.

   You can now start the integration.

Set up the integration

Create an API Key

1. Sign in to Staffology Payroll.

2. Go to the top right of the screen, select your initials, and choose API Keys from the drop-down menu.

   

3. Enter a name and select Create Key. Copy the number displayed (you need this to link the systems).

Activate the Staffology Payroll checkbox in Staffology HR

4. In Staffology HR, go to System Tools > Utilities > System Configuration.

5. In the Payroll Integration section, select Staffology Payroll.

   

6. Review the information in the pop-up, select the confirmation box, and choose Continue.

   

7. Enter your API Key from Staffology Payroll and select Save API Key.

    

Link HR and Payroll

8. Select your HR Company and enter the Employer ID.

• To find the Employer ID, in Payroll select your company name from the top menu, then choose Edit Details
  

9. Select Continue.
   

Choose whether to add Payroll employees to HR

10. The next step depends on if there is any employee data in your Payroll system:

    • No employee data in Payroll, you automatically move to step 2 - HR Data

      Payroll contains employee data

    • Select View Employees to review the list of employees

    • Choose whether to add the employees.

      If you select Yes:

      1. Select Check Data.

         If the system finds errors:

      2. Download the report.

      3. Fix issues in Payroll.

      4. Return to HR and select Recheck Data.

      5. Repeat until no errors remain.

      6. Select Continue to proceed.

      If you select No:

    • Review the warning, then select Continue

Choose whether to add HR employees to Payroll

11. You are asked if you want to add employees in HR to Payroll. If you select Yes, choose when you want the system to send absence When an employee or worker is absent from work. This can be for a variety of reasons. data to Payroll.

    • Choose an option and select Continue

Match Data

This step applies only to employees who already exist in both HR and Payroll. If there are no data matches, skip to Step 13.

12. Choose which system to use if there are any differences with employees' data.

    HR selected

    • Select Continue and go to Step 13.

    Payroll selected

    • Select Continue. The system checks for employees with matching details in both systems.

    If the same employee exists in both systems but has mismatched data:

    • Download the report

    • Fix the issues in Staffology Payroll.

    • Return to HR and select Recheck Data

    • Repeat until no errors remain.

    • Go to Step 13

Integration Summary

13. Review the summary of the employees added and matched across both systems. If you are happy with the summary, select Integrate Companies.

14. A confirmation message displays confirming that you have successfully integrated your companies.