The Staffology Payroll user sync integration keeps employees in Staffology Payroll synchronised with their user profiles in ExpenseIn.
For the sync to be successful, the Employee Payroll Code in Staffology Payroll must exactly match the User Reference in ExpenseIn.
Note: We recommend enabling the User references must be unique Additional Setting in ExpenseIn to ensure each user always has a unique reference.
How the integration works
The Staffology Payroll integration is one-way:
Changes made in Staffology Payroll will update ExpenseIn.
Changes made in ExpenseIn will not update Staffology Payroll.
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 Payroll.
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 Payroll:
Name (First)
Name (Last)
Email
Payroll Code
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 Payroll (for the specified employer) are created as users in ExpenseIn if their Email or Payroll Code doesn't already exist.
If the employee already exists in ExpenseIn, they'll sync automatically, provided their Payroll Code 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
Name (First), Name (Last), and 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.
New Starters
New employees created in Staffology Payroll are created as users in ExpenseIn if their Email or Payroll Code doesn't already exist.
If the employee already exists in ExpenseIn, they will sync automatically, provided their Payroll Code 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 Staffology Payroll are marked as Leavers in ExpenseIn, provided the Payroll Code and User Reference match.
How to set up the Staffology Payroll user sync integration
Before connecting
1. Check User References
Ensure existing ExpenseIn users have User References that match their Payroll Codes in Staffology Payroll.
2. Check Department References
Ensure Department References in ExpenseIn match Department Codes in Staffology Payroll.
3. Check Bank Details Settings
If Include Bank Details is enabled when configuring your Staffology Payroll Credentials, ensure the correct 'Bank details format' option is selected in Additional Settings within ExpenseIn.
Connecting
Authorise ExpenseIn to connect to Staffology Payroll (User Sync) to enable the user data synchronisation.
Verifying the Sync
Once you've completed the setup, check that your Staffology Payroll 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.