Getting started if you are a new customer

Screenshots are taken from a test system and may not match your system exactly.

Before you start - new customer

Activate the Company checkbox

Before integrating your Payroll system with HR, you need to complete some steps in Staffology HR:

  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.

    The Company Field checkbox in System Configuration.

  1. Select Save.

Create a Company

  1. Go to System Tools > Lookup Tables > Contract.

  2. From the list, select Company.

  3. Select Create New.

  4. In Lookup, enter the name of your company.

  5. Select Save.

  6. To add another company, select Create New and repeat the same steps.

Add employees

  1. Add employees and assign them to the company you have created.

  2. After adding your employees' basic information, reopen their record and ensure all fields listed in this table are populated in the Personal, Contract, and Payroll tabs:

    Tab Field

    Personal

    (Required)

    Title

    Forename

    Surname

    Address (minimum 2 lines)

    Postcode

    Gender

    Date of Birth

    Contract

    (Required)

    Start Date

    Company

    Country

    Payroll

    (Required)

    Payroll Number

    NI Number (no spaces)

    NI Code

    Payroll - Bank Details

    (optional)

    These are not essential, but it is best practice to populate these fields:

     

    • Account Number

    • Sort Code

    • Pay Method

     

     

    If the employee is paid via BACS, from the Pay Method dropdown, select Giro to sync the payment to Payroll as a credit (BACS). If you leave this field blank, it will default to Credit when synced to Payroll.

    Do not select BACS, as this will prevent the payment from syncing.

After completing the required fields in employees' Personal, Contract, and Payroll tabs, you can start the integration.

Set up the integration

Create an API Key

You must generate an API key in Staffology Payroll to complete the integration.

  1. Sign in to Staffology Payroll.

  2. Navigate to the top right of the screen, select your initials, and then choose API Keys from the dropdown 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

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

  2. Within the Payroll Integration section, select Staffology Payroll.

  3. An Integrating Staffology Payroll screen opens. Select Continue.

    The Integrating Staffology Payroll screen.

  4. Enter the API details you previously set up in Staffology Payroll.

    HR/Payroll connection

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

    The section to choose your HR company and enter your Employer ID.

    To find the Employer ID, in Staffology Payroll, select Edit Details.

  6. Choose Continue.

  7. You are asked whether you want to copy your data from payroll to HR:

    • Select Yes to copy data from Payroll.

    • Select No to make HR the primary system, meaning HR can overwrite payroll information.

    • If there are no employees in either system, the software chooses HR as the master system.

  8. If there are employees in both systems, a dropdown and message will display. Select the system you consider the source of truth.

    It is recommended to choose the system with the most up to date information.

    The Integration Initial Data section in Staffology HR.

  9. Select either Link or Validate to continue.

  10. If you select Validate, the system checks your data to prevent errors importing.

    • If you select Validate, the system checks your data for errors before importing.

      If errors are found, a downloadable report will show where corrections are needed before you can set up the link again.

    • If there are no errors, a message displays the number of employees and the companies to be linked.

      The Validation successful message.

  11. To complete the integration of your HR software with Staffology Payroll, select Link Systems.

    You have successfully linked your HR and Payroll systems. Find out how to Match Payments with Pay Codes - Staffology Payroll