Loading Employees via Payroll Integration

There are two options to add your employees in bulk to Employment Hero. One is through a CSV upload, where employees are imported once you upload a CSV file.

The other is through the payroll integration, in which employees from your payroll platform are brought into Employment Hero HR through the connection between the two platforms.

The payroll platforms you can connect Employment Hero HR with are: Employment Hero Payroll, Keypay, Xero, QuickBooks Online and MYOB Account Right Live.

When you integrate Employment Hero HR and your payroll platform, all of your employee information from payroll will flow into Employment Hero HR.

Once this connection is established, Employment Hero HR becomes your source of truth, and all employee file changes must be made in Employment Hero HR only.

These changes will flow into the connected payroll platform and an email notification will be sent to the payroll admin email listed in your company settings.

Also important to remember is that when onboarding new employees, this should be done in Employment Hero HR only. This will send an email notification to the new employee to complete their onboarding information and once complete, a payroll file will be automatically created for that new employee in your payroll platform.

When you integrate Employment Hero HR with your payroll platform, you will:

• Automatically import your employee data and information from Payroll to your Employment Hero HR platform 
• Gain automations between HR and Payroll to avoid double data entry
• Give your employees the ability to apply for leave, view their leave balance and more!

There are some important considerations to be aware of before you integrate Employment Hero HR and your Payroll platform.

• Employment Hero can only connect to one payroll file. Ensure this matches your current payroll setup. 
• You will need admin access to your payroll platform in order to connect. If you don’t have this access and you need your payroll admin to action this, ensure they have Admin access to Employment Hero in order to do so.
• If you are a MYOB user, you will need to take some extra steps in MYOB before integrating to set up your administrator logins. Please refer to the HelpCentre Article “Integrating with MYOB Account Right Live”
• Finally, Employment Hero can only access the information you have in payroll right now. Prior to integrating, ensure your employee files are accurate and up to date. 

In Employment Hero, you will come across three email address fields: Account email, Company email and Personal email. 

Account email 

The Account email is the login email to Employment Hero HR. It is also the unique identifier, meaning it is how Employment Hero knows which employee is which.

All payslip notifications and password reset links are sent here. 

It is important that you import your employees using the same email address they use in your payroll system. 

Company email 

The Company email field is where you can list an employee’s work email. 

As long as you have an email listed here, all other notifications such as certifications, timesheets, leave requests will be sent here. 

Personal email

This field is for recording purposes only and it doesn’t have any impact on the HR platform. 

No email notifications from Employment Hero are sent are. 

At Employment Hero, we recommend using an employee’s personal email address as the account email. If you use a personal email address, your employees will be able to access their historical HR Documents and Employment Information for years to come, even if they are no longer employed by you. 

Before you integrate, you need to take note of any employees that you have already added to Employment Hero, including yourself. 

Your account email in Employment Hero must match the email address in your payroll profile. Typically this would be the email address where your payslips are sent. 

It is best to audit the email for each employee currently on the platform to ensure it is correct. You can do this by:

• Navigating to People on the side panel
• Selecting the Employee List 
• You will now see a list of each employee that currently exists on your platform. This is likely to be just yourself or it may include other employees assisting with your setup. Select the Employee name and then select the Personal Details tab. 
• You will find the Account email at the top, click Edit to make changes to the employees account email. 
• NOTE: This new account email will need to be verified by the employee as it has now changed how they login to Employment Hero. Ensure you or your employees verify this change prior to proceeding. 

If you don’t take this step, you risk duplicating employee profiles and causing a degree of double handling so ensure to continue with this activity prior to integrating. 

Now you are ready to connect HR & Payroll. Follow the steps below to import your employees from your payroll platform:

1. Navigate to Settings and scroll to the General Settings section
2. Click Add-Ons 
3. Scroll to your selected payroll platform and click Connect 

You will then be taken through 3 important steps to ensure your payroll file is ready to connect, click Start.

Ensure that your employee emails in payroll are unique, click Next

Employment Hero will scan your payroll file and will import any employee files that have a unique email address.

Most payroll platforms will allow you to have multiple employees using the same email, or multiple payroll files for one employee. Employment Hero does not support this. Each of your employees will need to use an email address that does not match anybody else. Ensure there are no duplicate email addresses used in your payroll. 

Check that any terminated employees have a termination date in the past within payroll, click Next

Employment Hero will import terminated employees for record keeping purposes. However, the only way Employment Hero knows an employee is terminated is by the use of a termination date. Please ensure any terminated staff members have a termination date in payroll.

Ensure that your Employment Hero Account email matches the email used without your own employee file within payroll (if applicable), click Connect Now 

This is to avoid duplication of your employee file in Employment Hero. If you do have your own employee file within payroll, select Yes.

You will then be prompted to confirm if your Employment Hero account email is the same as your payroll email: 

• If you select Yes, you can proceed to click Connect Now. 
• If you select No, you can update your Employment Hero account email to match your payroll email, click Update and then proceed to click Connect Now. 

Note: This will change your login email to Employment Hero. 

If you don’t have your own employee file within payroll, select No, and proceed to click Connect Now.

• You will see the branding change on this screen based on the payroll platform you are connecting with. Sign into your payroll platform using your payroll administrator login credentials. 
• Select the payroll file you wish to connect to Employment Hero and click Select

You will be taken through some information screens about how the integration between Employment Hero and your payroll platform works. Click Next to read through this information.

Employment Hero HR is your new source of truth.

Whether you’re changing an employee’s personal information, pay details or employment information, Employment Hero HR is the first place you input this data.

Any new hires will also need to be onboarded using Employment Hero HR. Once they have completed their onboarding, a file will be automatically created for them in your payroll. 

This employee has not been imported as they’re using an email address that is duplicated in your payroll platform.

How to resolve this conflict:

In your payroll platform, change the email address in the respective employee files to ensure they don’t match with another employee.

You may also need to check for duplicate accounts for this employee.

This message will appear for any employee who existed on Employment Hero HR prior to integrating, as you have a choice in which data you use.

How to resolve this conflict:

Use the action column to choose to use Employment Hero data or Payroll Data. 

• Choosing Payroll Data will import your personal/pay details from your payroll platform.
• Choosing Employment Hero Data will use whatever information you have already input into Employment Hero.

Employment Hero has three default leave categories:

• Annual Leave
• Time In Lieu 
• Sick Leave 

If you refer to these leave categories as any other naming convention (eg. your sick leave category is titled ‘Personal Leave’) our default version will be disabled and your naming convention will be used instead. 

How to resolve this conflict:

There is no action required.

You will receive this error if the naming convention you have chosen on Employment Hero HR does not match payroll. This can be as simple as a formatting change. 

For example, your company name might be ‘Company Name Pty Ltd’ in payroll but ‘Company Name’ in HR.

How to resolve this conflict:

No action is needed, however, if you want to change your entity name at any time, you can do so by navigating to Settings > General Settings > Company Settings.

Once you have loaded your employees and resolved any conflicts, you can view your employees by navigating to People and selecting Employee List.

Their status will show as Pending until they have been invited to the platform and activated their profile, but remember as you are most likely in Setup mode, your employees will not be aware that their profiles have been added in Employment Hero.

After you connect the two platforms, data will only flow automatically from Employment Hero to your payroll platform. 

This means Employment Hero becomes your source of truth, where you and your employees would update details as they change and once saved, those changes would automatically reflect in your Payroll platform.

To learn more about what information will continue to sync with your payroll, check out this article. 

The payroll platforms you can connect Employment Hero HR with are: Employment Hero Payroll, Keypay, Xero, QuickBooks Online and MYOB Account Right Live (in Australia only).

No, Employment Hero can only connect to one payroll file. If you have multiple payroll files/entities, you will need a HR platform for each one if you wish to integrate with payroll.

When you integrate Employment Hero HR and your payroll platform, all of your employee information from payroll will flow into Employment Hero HR. 

Once this connection is established, Employment Hero HR becomes your source of truth, and all employee file changes must be made in Employment Hero HR only.

If an employee makes changes to their payroll details, these changes will flow into the connected payroll platform and an email notification will be sent to the payroll admin email listed in your company settings on Employment Hero.

Once Employment Hero and your payroll platform are connected, any new starters must be onboarded in Employment Hero only. This will send an email notification to the new employee to complete their onboarding information and once complete, a payroll file will be automatically created for that new employee in your payroll platform.

Once you have added the Account email to an employee file, it cannot be updated via CSV. You will need to manually update the Account email in each employee’s file. They will receive an email in which they will need to verify the account email change for the change to take effect.

The Company email field is where you can list an employee’s work email. 

As long as you have an email listed here, all other notifications such as certifications, timesheets, leave requests will be sent here.

The Pending status means that your employees have not been invited to Employment Hero as yet, and have therefore not activated their profile.

Due to an API limitation, Tax File Numbers will not import in full. To fix this, you have three options:

• Update employee files individually
• Update employee files in bulk
• Ask employees to update this information when they log-in for the first time