The IRIS Cascade HR integration keeps Employees in Cascade synchronised with their corresponding User profiles in ExpenseIn.
The integration matches the Employee (Cascade) with their User (ExpenseIn), using the Employee ID 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
Cascade syncs Employees to your ExpenseIn Users. This is a one-way integration:
Changes made in Cascade will update ExpenseIn.
Changes made in ExpenseIn will not update Cascade.
If changes are made to a field in ExpenseIn that is normally synced from Cascade, the change will be overwritten during the next user sync unless the same update is made in Cascade.
Note: Cascade will sync shortly after your initial connection (and any reconnections). It will then sync each day at approximately 4:00 AM GMT to sync any user updates. This time is subject to change.
To ensure an Employee syncs correctly to ExpenseIn, 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. When Employees are set up correctly in Cascade, the following synchronisations occur:
Existing Employees
User records - when the integration is first connected, any existing Employees in Cascade (for the specified Hierarchy Starting Node) will automatically be created as Users in ExpenseIn, provided their Work Email or Employee ID doesn't already exist in ExpenseIn.
Note: You'll still need to assign an approval flow and policy to the newly created users, and invite them when ready.
Personal details updates - changes to an Employee's Name (Known As/Forename or Surname) or Work Email in Cascade will update the existing User's First Name, Last Name and Email in ExpenseIn (provided their Employee ID and User Reference match).
Note: To update bank details, please contact IRIS and request the bank details endpoint is enabled for the API by following the steps in this link.Department/Location updates - changes to an existing Employee's Location in Cascade will update the User's Department in ExpenseIn.
New Starters
New Employees created in Cascade will be created as Users in ExpenseIn (provided their Work Email or Employee ID 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 a Leaver in Cascade will be updated as Leavers in ExpenseIn (provided their Employee ID and User Reference match).
How to set up the IRIS Cascade HR integration
To use the IRIS Cascade HR integration, complete the following steps:
1. Connect IRIS Cascade HR with ExpenseIn
Authorise ExpenseIn to connect to IRIS Cascade HR to enable the integration to synchronise the User data to ExpenseIn.
2. Enter Location strings against your ExpenseIn Departments
When the integration is connected, a Custom Field will automatically be created on your ExpenseIn account for Departments. This is a 'Text' field called "Cascade Hierarchy".
This field is used to store each unique Location "string" assigned to your Employees in Cascade, against the corresponding Department in ExpenseIn.
The string is the value entered as the Employee's Location within Cascade and may look like this example: ExpenseIn -> Sales -> North. Ensure you click Update to save the information.
Note: Do not enter the Location string from Cascade into the Department Reference field. It must be entered into the Cascade Hierarchy field.
3. Check your Employees are syncing to ExpenseIn
Once you've completed the setup, check that your Cascade 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.
4. Enter Pay Element IDs against your ExpenseIn Categories (optional)
When the integration is connected, a second Custom Field will also be created on your ExpenseIn account for Categories. This is a 'Text' field called "Cascade Pay Element ID".
This field is not required for the sync process. Its purpose is to store each Pay Element ID from Cascade, which is then used only for the "Cascade Payroll" CSV export format when exporting expenses for IRIS Cascade HR.
Note: If you won't be exporting expenses for IRIS Cascade HR, this Custom Field can be set as optional.