The Staffology HR integration keeps Employees in Staffology HR synchronised with their corresponding User profiles in ExpenseIn.
The integration matches the Employee (Staffology HR) with their User (ExpenseIn), using the Employee Number and User Reference fields. These must match exactly for the sync to be successful.
Note: We recommend enabling the User references must be unique Additional Setting (under the Account tab) to ensure users always hold a unique reference within ExpenseIn.
How the integration works
Staffology HR syncs Employees with your ExpenseIn Users. This is a one-way integration:
Changes made in Staffology HR will update ExpenseIn.
Changes made in ExpenseIn will not update Staffology HR.
If a field is updated in ExpenseIn that is normally synced from Staffology HR, the change will be overwritten during the next user sync unless the same update is made in Staffology HR.
Note: Staffology HR will sync shortly after your initial connection (and after any reconnections). It will then sync user updates daily at approximately 4:00 AM GMT. This time is subject to change.
To ensure an Employee syncs correctly to ExpenseIn, 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. When Employees are set up correctly in Staffology HR, the following synchronisations occur:
Existing Employees
User Record Creation - when the integration is first connected, any existing Employees in Staffology HR (for the specified Company) will automatically be created as Users in ExpenseIn, provided their Work Email or Employee Number doesn't already exist in ExpenseIn.
Note: You'll still need to assign an approval flow and policy to newly created users, and invite them when ready.
Personal Details Updates - changes made in Staffology HR to an Employee's Known As, Surname or Work Email will update the existing User's First Name, Last Name and Email in ExpenseIn (provided their Employee Number and User Reference match).
Bank Details Updates - changes to an Employee's bank details in Staffology HR will update their bank details in ExpenseIn.
Note: Bank details will only sync if 'Include Bank Details' is set to 'Yes' in ExpenseIn under Admin > Integrations > HR > three dots icon > Edit Credentials.
Department Updates - changes to an existing Employee's Department in Staffology HR will update the User's Department in ExpenseIn.
New Starters
New Employees created in Staffology HR will be created as Users in ExpenseIn, provided their Work Email or Employee Number doesn't already exist in ExpenseIn.
Note: You'll still need to assign an approval flow and policy to newly created users, and invite them when ready.
Leavers
Employees marked as Leavers in Staffology HR will be updated as Leavers in ExpenseIn (provided their Employee Number and User Reference match).
How to set up the Staffology HR integration
To use the Staffology HR integration, complete the following steps:
1. Check Department Names in ExpenseIn
Before connecting Staffology HR with ExpenseIn, ensure your Department Names in ExpenseIn match those in Staffology HR so Employee Departments can sync correctly.
2. Connect Staffology HR with ExpenseIn
Authorise ExpenseIn to connect to Staffology HR to enable the integration to synchronise the User data to ExpenseIn.
3. Check your Employees are syncing to ExpenseIn
Once you've completed the setup, check that your Staffology HR Employees are syncing to your ExpenseIn Users as expected.
If you have any questions on the synced data or are unsure whether you've completed the setup correctly, contact our Support team for assistance.