The Staffology Payroll user sync integration keeps Employees in Staffology Payroll synchronised with their corresponding User profiles in ExpenseIn.
The integration matches the Employee (Staffology Payroll) with their User (ExpenseIn), using the Employee Payroll Code 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
The Staffology Payroll user sync integration syncs Employees to your ExpenseIn Users. This is a one-way integration:
Changes made in Staffology Payroll will update ExpenseIn.
Changes made in ExpenseIn will not update Staffology Payroll.
If a field is updated in ExpenseIn that is normally synced from Staffology Payroll, the change will be overwritten during the next user sync unless the same update is made in Staffology Payroll.
Note: Staffology Payroll will sync shortly after your initial connection (and after any reconnections). It will then sync user updates 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 Payroll:
Name (First)
Name (Last)
Email
Payroll Code
If any of these fields are missing or incomplete, the Employee will not sync to ExpenseIn. When Employees are set up correctly in Staffology Payroll, the following synchronisations occur:
Existing Employees
User Record Creation - when the integration is first connected, any existing Employees in Staffology Payroll (for the specified Employer) will automatically be created as Users in ExpenseIn, provided their Email or Payroll Code 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 Payroll to an Employee's Name (First or Last) or Email will update the existing User's First Name, Last Name and Email in ExpenseIn (provided their Payroll Code and User Reference match).
Bank Details Updates - changes to an Employee's bank details in Staffology Payroll 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 Payroll will update the User's Department in ExpenseIn.
New Starters
New Employees created in Staffology Payroll will be created as Users in ExpenseIn, provided their Email or Payroll Code 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 Payroll will be updated as Leavers in ExpenseIn (provided their Payroll Code and User Reference match).
How to set up the Staffology Payroll user sync integration
To use the Staffology Payroll user sync integration, complete the following steps:
1. Check Department References in ExpenseIn
Before connecting Staffology Payroll with ExpenseIn, ensure that your Department References in ExpenseIn match your Department Codes in Staffology Payroll so Employee Departments can sync correctly.
2. Connect Staffology Payroll with ExpenseIn
Authorise ExpenseIn to connect to Staffology Payroll (User Sync) to enable the integration to synchronise the User data to ExpenseIn.
3. Check that your Employees are syncing to ExpenseIn
Once you've completed the setup, check that your Staffology Payroll 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.