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Brain Payroll Field Mapping

This article covers

 

Field Mapping: Employee

How employee records move between Humanforce HR, WFM and Brain Payroll.

 

This article lists the employee fields that flow between systems and the field name each system uses. Employee records originate in Humanforce HR; some fields can also be updated by the employee through WorkApp self-service. Fields shown as “Not held” or “—” are kept in one system and not passed to the others.

Employees are matched across systems using a unique internal identifier, so the right records stay linked even where names or details are similar. The HR ID is the employee's business identifier and payroll code, and must be unique for every employee, past and present.

Employee identity

Field Humanforce HR Humanforce WFM Brain Payroll
Employee number / code Humanforce HR ID Employee Code Employee Number
Payroll Payroll name Payroll Company Payroll
Employment type Employment Type Employment Type Service Type

 

Personal details

Field Humanforce HR Humanforce WFM Brain Payroll
Title Title Title Title
First name First Name First Name Forenames
Middle name Middle Name Middle Name Middle Name
Last name Last Name Last Name Surname
Preferred / roster name Preferred Name Roster Name —
Date of birth Date of Birth Birth Date Date Of Birth
Gender Gender Gender Gender
Mobile Primary Phone Number Mobile Contact Number
Email Primary Email Email Person Email
Personal email Personal Email Email 2 Communication Email

 

Address

Field Humanforce HR Humanforce WFM Brain Payroll
Address line 1 Street Line 1 Address 1 Address Line 1
Town Suburb Suburb Town
County State State County
Post code Postcode Post Code Postcode
Country Country Country Country

 

Employment details

Field Humanforce HR Humanforce WFM Brain Payroll
Company start date Company Start Date Start Date Employment Start Date
Position title Position Title Job Title —
Location Default Location Default Location Branch
Department Default Department Default Department Department
Role Default Role Default Role Job Role
Award profile Default Award Profile Default Award Profile Applies the leave policy

Bank ,Tax and Pension details are captured at onboarding and entered manually. This is additional product development work.

 

Emergency contacts

Held in Humanforce HR and WFM; not passed to Brain Payroll.

Field Humanforce HR Humanforce WFM Brain Payroll
Name Emergency Contact Name Name Not held
Relationship Relationship Relationship Not held
Phone Phone Number Phone Not held
Email Email Address Email Not held

 

Visa & work rights

Managed by HR; held in HR and WFM only.

Field Humanforce HR Humanforce WFM Brain Payroll
Work right type Work Right Type Visa Type Not held
Expiry date Work Right Expiry Date Visa Expiry Not held

 

Qualifications

Held in HR and WFM; not currently sent to Brain Payroll.

Field Humanforce HR Humanforce WFM Brain Payroll
Qualification Qualification Name Type Not held
Valid from Valid From Date Issued Not held
Valid until Valid Until Expiry Not held
Certificate number Registration Number Certificate No Not held

 

Termination

Field Humanforce WFM Brain Payroll
Leaving date Termination Date Leaver Date
Reason Not held Termination Reason
HMRC leaving information — Held in payroll

A termination sends the leaving date to WFM, and the leaving date together with the reason and HMRC leaving information to Brain Payroll.

 

 

Field Mapping: Leave

How leave requests and balances move between Humanforce WFM, WorkApp and Brain Payroll.

 

Leave requests are approved in WFM or WorkApp and sent to Brain Payroll as leave transactions. When balances change in Brain Payroll, they are sent back to WFM and shown to the employee in WorkApp.

Leave is in days or hours, never both. Each leave type uses a single unit, set by how that leave type is configured; the same type is synced, requested and paid in that one unit.

Leave transactions (WFM → Brain Payroll)

Field Humanforce WFM Brain Payroll
Leave Duration Leave Duration Leave Duration
Leave type Shift Type / Export Code Absence type
Value Days or hours (one unit per type) Units
Cost Cost Cost
Rate Rate Rate
Employee Payroll Code Employee Number

Leave-type codes must match exactly between WFM and Brain Payroll for requests and balances to import. Each approved leave request is sent as a pay-element line per day.

Leave balances (Brain Payroll → WFM & WorkApp)

Field Brain Payroll Humanforce WFM & WorkApp
Leave type match Shift type, export code, or name Leave type
Balance Returned in hours or days (per type) Shown to the employee in WorkApp

Please note

  • Leave-type codes are matched exactly across systems.
  • A leave balance is returned in hours or days depending on how the leave type is configured — not both.
  • Leave forecasting is not currently available.

 

 

Field Mapping: Payslips & Documents

How payslips and HMRC documents move from Brain Payroll to Humanforce WFM and WorkApp.

 

Once a pay run is finalised in Brain Payroll, payslips are sent back to WFM and made available to the individual employee in WorkApp. Documents are matched to the employee on payroll code and name, for the relevant pay period.

Payslip import (Brain Payroll → WFM & WorkApp)

Field Brain Payroll Humanforce WFM
Employee match Employee Number / Payroll Payroll Code
Identity check Forename / Surname First Name / Last Name
Pay period Tax Period Pay Period / Payroll Date
Payslip Payslip PDF Attachment (employee only)
Statutory documents P45 / P60 / P11D Unavailable

Payslips are visible only to the individual employee in WorkApp. Managers do not have visibility of individual payslips.

Configuration notes

  • The payroll code in WFM must match the employee number in Brain Payroll.
  • Payslips import only after payroll has been finalised in Brain Payroll.
  • The pay-period dates between WFM and Brain Payroll must align for the import to succeed.
  • A payslip already imported for an employee and period is skipped, to avoid duplication.

 

Field Mapping: Timesheets

How approved timesheets move from Humanforce WFM to Brain Payroll for each pay run.

 

When timesheets are approved in WFM, they are sent to Brain Payroll for the pay run. Each line carries the pay type, hours or units, dates, cost-centre information and any rate override.

Timesheet export (WFM → Brain Payroll)

Field Humanforce WFM Brain Payroll
Pay company Pay Company Payroll
Employee payroll code Payroll Code Employee Number
Pay type Pay Type Name Pay Description
Hours or units Shift value Unit
Shift start / end Shift Start / End Date Start / End Date
Cost centre Cost Centre Cost Centre
Pay rate Pay Rate Pay Rate (override)

Cost centres

Cost-centre reporting is expressed across up to five dimensions in Brain Payroll: Location, Department, Role, Event and Area. Cost-centre codes are matched exactly, so capitalisation should be consistent across systems.

Please note

  • Only pay types marked “Include in Payroll” are sent to Brain Payroll.
  • A pay rate is sent with transactions Brain Payroll will process what it receives except for averaging rates.
  • Where a pay-run adjustment is made, only the updated timesheets are sent.

 

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