The IRIS Cascade HR integration keeps employees in Cascade synchronised with their user profiles in ExpenseIn.
For the sync to be successful, the Employee ID in Cascade must exactly match the User Reference in ExpenseIn.
Note: We recommend enabling User references must be unique Additional Setting in ExpenseIn to ensure each user always has a unique reference.
How the integration works
The Cascade integration is one-way:
Changes made in Cascade will update ExpenseIn.
Changes made in ExpenseIn will not update Cascade.
If a synced field is edited directly in ExpenseIn, it will be overwritten during the next user sync unless the same change is made in Cascade.
Sync Schedule
An initial sync will occur shortly after connection (or reconnection).
A daily sync will occur at approximately 4:00 AM GMT.
Sync times are subject to change.
Sync Requirements
To sync successfully, the following fields must be completed for the employee in Cascade:
Known As (if empty, Forename will be used)
Surname
Start Date
Continuous Service Date
Gender
Work Email
Position
Hierarchy
If any of these fields are missing or incomplete, the employee will not sync to ExpenseIn.
What syncs to ExpenseIn
Existing Employees
When the integration is first connected, existing employees in Cascade (within the specified Hierarchy Starting Node) are created as users in ExpenseIn if their Work Email or Employee ID doesn't already exist.
If the employee already exists in ExpenseIn, they'll sync automatically, provided their Employee ID and User Reference match.
Note: Newly created users still need a policy assigned to them and to be invited to the system when ready.
The following information will sync automatically:
Personal Details
Known As/Forename, Surname, and Work Email changes will update the user's First Name, Last Name, and Email in ExpenseIn.
Bank Details
Employee Bank Details changes will update the user's Bank Details in ExpenseIn.
Only occurs when Include Bank Details is set to 'Yes' in the integration settings.
Note: To enable bank details syncing, please contact IRIS and request that the bank details API endpoint be enabled by following the steps in this link.Department
Employee Location changes will update the user's Department in ExpenseIn.
Approval Flow
Employee Manager (Works For Name) changes will update the user's Approval Flow in ExpenseIn. Only occurs when Sync Approval Hierarchy is set to 'Yes' in the integration settings.
New Starters
New employees created in Cascade are created as users in ExpenseIn if their Work Email or Employee ID doesn't already exist.
If the employee already exists in ExpenseIn, they will sync automatically, provided their Employee ID and User Reference match.
Note: Newly created users still need a policy assigned to them and to be invited to the system when you're ready.
Leavers
Employees marked as Leavers in Cascade are marked as Leavers in ExpenseIn, provided the Employee ID and User Reference match.
How to set up the IRIS Cascade HR integration
Before connecting
1. Check User References
Ensure existing ExpenseIn users have User References that match their Employee IDs in Cascade.
2. Check Bank Details Settings
If Include Bank Details is enabled when configuring your Cascade Credentials, and IRIS has enabled the bank details API endpoint, ensure the correct 'Bank details format' option is selected in Additional Settings in ExpenseIn.
3. Check Approval Flows
If Sync Approval Hierarchy is enabled when configuring your Cascade Credentials, ensure that Approval Flows are set up correctly in ExpenseIn. Each employee's Manager must:
Be syncing via the integration.
Be a 1st-stage approver on only one approval flow.
Note:
If a Manager is a 1st-stage approver on multiple Approval Flows, no Approval Flow will be assigned, and the Employee's User profile in ExpenseIn will not sync.
If no Approval Flow exists where the Manager is a 1st-stage approver, a single-stage Approval Flow will be created and assigned to the user.
If an employee has no Manager in Cascade, no Approval Flow will be assigned to the user.
Connecting
Authorise ExpenseIn to connect to IRIS Cascade HR to enable the user data synchronisation.
Post-connection tasks
After connecting to Cascade, following the initial sync, if you've not yet added Location strings to your departments, you may notice that user departments have not updated. To ensure departments sync correctly, complete the following post-connection task.
1. Enter Location Strings
A custom field called Cascade Hierarchy is automatically created against your Departments in ExpenseIn.
This field stores the employee Location "string" from Cascade against the corresponding Department in ExpenseIn. E.g., ExpenseIn -> Sales -> North.
Note:
Edit each Department to populate this field.
Don't enter the Location string into the Department Reference field. It must be entered into the Cascade Hierarchy field.
2. Enter Pay Element IDs against your ExpenseIn Categories (optional)
A second custom field called Cascade Pay Element ID is automatically created against your Categories in ExpenseIn.
This field is not required for the sync process. It is only used to store your Pay Element IDs from Cascade if you plan to export expenses using the "Cascade Payroll" CSV export format.
Note: If you won't be exporting expenses for IRIS Cascade HR, this custom field can be set as optional.
Verifying the Sync
Once you've completed the setup, check that your Cascade employees are syncing correctly to your users in ExpenseIn after the next scheduled sync.
If you have any questions about the synced data or are unsure whether you've completed the setup correctly, contact our Support team for assistance.