Workforce has built a live integration with Flow Hospitality. The integration works by syncing new employee data and updated employee data once a day. This article will take you through the necessary steps to connect both systems, as well as using 'Platform Objects' to store mandatory information required for the integration.
Before progressing with the integration, please ensure you have the following details from Flow:
To create a new integration with Flow, go to Settings > Integrations:
In the top right corner, click on + New Payroll Integration:
Custom Name: Add an identifiable name
Applies to: Select which Location/Pay Group the integration applies to or, choose 'Everyone'
Company Code: Your unique company code supplied by Flow
Secret: Your unique Secret supplied by Flow
Automatically Export New Staff: Check this box if you would like Workforce to automatically export new and updated staff to Flow
Click the green 'Save' button once configuration is complete.
Setting up Employees in Workforce
There are several mandatory fields that are required for Flow which will need to be entered in Workforce. These are:
Name: Employees first and last name
Default Payroll Team: This will be considered as the employees 'Branch' in Flow
Job Title: This will be considered as the employees 'Job Title' in Flow.
To enter the employees full name, go to Workforce > Staff > Employee > 'Personal' tab:
Enter the employees first and last name and ensure to press the green 'update' button to save the changes.
Please note: If both First and Last name are not provided, the employee will not sync to Flow.
2. Default Payroll Team
The 'Default Payroll Team' communicates the 'Branch' and 'Department' the Employee will be assigned to in Flow. Workforce will send the location of the team as the 'Branch' in Flow and the team as the 'Department'.
To assign the 'Default Payroll Team' for the employee, go to Workforce > Staff > Employee > 'Personal' Tab:
Choose the 'Default Payroll Team' for the employee and ensure to press the green 'update' button to save the changes.
3. Job Title
As Workforce does not store this information natively, you will be required to create this object through 'Customise'/(Previously 'the Platform). 'Customise' can be under 'Settings' on the blue navigation toolbar:
To create the object that stores the 'Job Title' information, press the 'Create your first Platform Object ' button (or '+' if you have created objects in the past), from here you will be able to configure the fields for the object. An example of this is displayed below:
Name: Job Title
Name: Job Title
Visible To: Choose who this field is visible to (typically Admin & Managers)
Editable By: Choose who this field can be edited by (typically Admin & Managers)
Required: Choose whether this field is required
Once the Field has been created, a secondary field will appear in step 1 'Primary Field':
Choose the name of the Custom Field you have just created - (eg 'Job Title').
Your form should now look like this:
Remember to click 'Create Object' on the bottom right hand corner to save this object.
Once the new Object has saved, you will need to link it to the Employee Profile. To do so, select 'Employee Profile' on the left toolbar:
Go to 'Link Existing Objects as Fields' and complete the form:
Name: Job Title
Visible to: Choose who the field is visible to
Object: Select 'Job Title'
Editable By: Choose who the field is editable by
Press the green 'Add' button and the form will automatically save.
Now you have created your Platform Object, it's time to add your organisations Job Titles!
3.3. Enter 'Job Title' information
After refreshing your page, you will notice a new object under 'Workforce':
This is the Custom Object you created in Step 1. By selecting 'Job Titles', you will now be able to add all of your Job Titles into Workforce:
To add a Job Title
Simply click 'Add a new Job Title' or 'New Job Title', which will redirect you to enter the information:
Don't forget to select 'Create Job Title' after entering each title individually. All 'Job Titles' will display in a list similar to the below:
3.4. Assigning Job Titles to Employees
Once the Job Titles have been created, you will now need to assign the relevant title to the individual employee. To do so, go to Workforce > Staff > Employee > 'Additional' tab:
Choose the employee's job title from the 'Job Title' drop down:
What information does Workforce sync to Flow?
Workforce will sync the following information for employees:
Identifier: this is the user ID in Workforce
How often does the sync between Workforce and Flow occur?
The sync will occur once per day at 3 am GMT time.
If I change a job title in Workforce, will this sync to Flow?
Yes, all updates made to employees will be synced to Flow.
How do I deactivate an employee?
To deactivate an Employee in Workforce and Flow, simply enter the employee's Employment End Date' on their staff profile (under the 'Payroll Tab') and deactivate the employee.
Employment End Date:
Setting the Employment End Date and Deactivating the Employee in Workforce will trigger a deactivation in Flow.