The Staffology HR integration keeps employees in Staffology HR synchronised with their user profiles in ExpenseIn.
For the sync to be successful, the Employee Number in Staffology HR 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 Staffology HR integration is one-way:
Changes made in Staffology HR will update ExpenseIn.
Changes made in ExpenseIn will not update Staffology HR.
If a synced field is edited directly in ExpenseIn, it'll be overwritten during the next user sync, unless the same change is made in Staffology HR.
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 Staffology HR:
Known As
Surname
Work Email
Employee Number
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 Staffology HR (within the selected company) are created as users in ExpenseIn if their Work Email or Employee Number doesn't already exist.
If the employee already exists in ExpenseIn, they'll sync automatically, provided their Employee Number and User Reference match.
Note: Newly created users still need a policy assigned to them and be invited to the system when ready.
The following information will sync automatically:
Personal Details
Known As, 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.
Department
Employee Department changes will update the user's Department in ExpenseIn.
Approval Flow
Employee Line Manager 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 Staffology HR are created as users in ExpenseIn if their Work Email or Employee Number doesn't already exist.
If the employee already exists in ExpenseIn, they will sync automatically, provided their Employee Number and User Reference match.
Note: Newly created users still need a policy assigned to them and be invited to the system when you're ready.
Leavers
Employees marked as Leavers in Staffology HR are marked as Leavers in ExpenseIn, provided the Employee Number and User Reference match.
How to set up the Staffology HR integration
Before connecting
1. Check User References
Ensure existing ExpenseIn users have User References that match their Employee Numbers in Staffology HR.
2. Check Department Names
Ensure Department Names match exactly in both systems.
3. Check Bank Details Settings
If Include Bank Details is enabled when configuring your Staffology HR Credentials, ensure the correct 'Bank details format' option is selected in Additional Settings within ExpenseIn.
4. Check Approval Flows
If Sync Approval Hierarchy is enabled when configuring your Staffology HR Credentials, ensure that Approval Flows are set up correctly in ExpenseIn. Each employee's Line Manager must:
Be syncing via the integration.
Be a 1st-stage approver on only one approval flow.
Note:
If a Line 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 Line Manager is a 1st-stage approver, a single-stage Approval Flow will be created and assigned to the user.
If an employee has no Line Manager in Staffology HR, no Approval Flow will be assigned to the user.
Connecting
Authorise ExpenseIn to connect to Staffology HR to enable the user data synchronisation.
Verifying the Sync
Once you've completed the setup, check that your Staffology HR employees are syncing correctly to your users in ExpenseIn.
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.