In December 2023, the functionality of syncing new employees from your HR software to PayFit changed.
Previous functionality: 'In progress' status
Before the recent update, when syncing new employees from your HR software to PayFit, they would appear in PayFit with an 'in progress' status. Any missing information not available in your HR software on the first sync would need to be manually added to complete the employee's onboarding before their record was activated on PayFit.
Reasons for change
While the employee is in the 'in progress' state, the employee's record would not be updated through the HR sync until they were in the 'active' state. Therefore, any new employee information added to your HR software would not sync to PayFit until the employee's onboarding was manually completed.
New functionality: New employees synced as 'Active'
New employees added by your HR integration are activated automatically. If it's the employee's first month on payroll, they appear as a 'starter'. Otherwise, employees will appear as 'active'.
In both cases, any further employee details added to your HR software will be synced to PayFit in the same way as a regular employee.
Additionally, for scenarios where some mandatory information is missing for new employees once their HR record is complete, the process for identifying the missing information has been improved. Instead of receiving a required action for each individual employee, you'll now receive one required action where you can view the necessary missing information for all active employees at once.
Adapting to the new sync process
We understand that a small number of companies were able to use the 'in progress' status to their advantage, especially for starters joining after a mid-month cut-off. Now that the 'in progress' status is no longer available, we suggest using either of the two following options:
Disable the option to sync new employees
Disable the option to sync new employees
You can manually disable the option for PayFit to sync any new starters from your HR software. To do this;
From the left, choose Integration Hub.
Click Activated integrations, then select your HR software.
Click Actions, then Configure.
Under the Employee synchronisation section, click Edit employees to sync.
Next to Do you want the integration to add new employees to PayFit?, select No.
Click Save.
In the following month, reenable the option. Once your sync runs overnight, those employees will appear on your payroll.
Create a holding group in your HR software
Create a holding group in your HR software
To ensure employees don't sync to PayFit after your internal cut-off date, create a holding group in your HR software that is not synced with PayFit. You can assign starters who join after the cut-off to the holding group in your HR software. In the following month, when the employee should be synced, simply assign them to the correct group.
For example:
A contract type: 'later starter'
A department type: 'unassigned'
A site type: 'no location'
Please refer to your HR software's documentation for guidance on setting up holding groups. For further information about syncing employees with PayFit according to their contract type, department, or site, please refer to the relevant Help Centre article:
When you're ready for the employee to appear on the payroll, simply update their contract type, department, or site to one that syncs with PayFit.