Set up: Humanforce WFM ↔ Payroll integration

Follow this guide to set up the Humanforce Payroll integration with Humanforce WFM. This connection ensures your organisation’s data flows seamlessly between workforce management and payroll, reducing manual entry, improving accuracy, and maintaining compliance confidence.

You must have the correct admin permissions in both systems to complete this task. If you're unsure, contact your system administrator.

Prerequisites

Before you begin, ensure the following are completed:

• Core setup of Humanforce WFM and Humanforce Payroll is complete.
• Auxiliary data is created and aligned between systems:
  • In WFM: Access Level, Clock-in Setting, Qualification Types, Visa Types, Location, Department, Role, and Area.
  • In Payroll: Public Holidays, Pay Rates, and Pay Types.
  • In both systems: Gender, Title, Pay Company, Employment Type, and Award Profiles.
• Determine your employee data source of truth. Only one system should manage employee records.
  • Humanforce recommends HR or the WFM as the source of truth.
  • If Payroll is the source of truth, enable Employee Import and ensure missing fields are populated manually or via file import. Employee Export should not be used in this case.
• Enable the Changes Require Approval permission in WFM if you intend to synchronise employee detail updates from WFM to Payroll.

Part 1: Get your Humanforce Payroll Customer Code

You’ll need your Payroll Customer Code to connect WFM and Payroll.

1. Log in to Humanforce Payroll.

2. From the browser address bar, copy your customer code. It appears after .com/ and before /Customer.

   Example: https://www.process-pay.com/HFdemo/Customer/Home/List
   In this example, the customer code is HFdemo.

3. In Humanforce WFM, go to Admin > Admin Config > System Settings - General.
4. Enter your code in the Humanforce Payroll Customer Code field.
5. Scroll to the bottom and click Save changes.

Your Payroll Customer Code is saved in WFM and ready for use in Integration Central.

Part 2: Connect WFM to Payroll in Integration Central

Once your customer code is saved, you can establish the API connection.

1. In WFM, go to Management > Advanced > Integration Central.
2. Click + Add New, then select Humanforce Payroll.
3. In the Humanforce Payroll Authentication window:
   • Name: Enter a descriptive name (e.g. HF Demo – Weekly).
   • Pay company: Select from the dropdown.
   • Customer code: Automatically pre-filled from System Settings.
   • Username / Password: Enter your Payroll API credentials.
4. Click Connect.
5. Select the relevant Payroll Name.
6. Click Next to continue configuration.

If the connection is successful, the confirmation panel will display Payroll details such as username, customer code, and country.
If unsuccessful, check your credentials or contact Humanforce Support.

Part 3: Configure employee import options

Use this section to define what data is imported from Payroll into WFM.

1. In Integration Central, go to Employee Import.
2. Select which data to sync, such as:
   • Sync employee details (Only enable import if Payroll is your source of truth)
     • Roster Max Hours
     • Bank details
     • Emergency contacts
     • Default Location, Department, and Role
     • Default Pay Rate and Pay Rate by role
   • Leave Balances
     • Import Long Service Leave as hours (for AU/NZ customers)
       • For Australian customers, this option converts Long Service Leave balances from weeks to hours on import, using the LSL Average Hours Per Week value stored in Payroll.
       • For New Zealand customers, the same option supports conversion logic for all leave types using the NZ Average Days Per Week value.
       • If either value is missing in Payroll, the related leave record will be skipped, and a warning will display in Integration Central logs.
   • Payslips (select payroll date)
   • Public Holidays
   • Locations, Departments, Roles, and Org Structure
   • Pay Rates and Pay Types
3. Click Next.
4. Map New Employee Default Options for newly created employees imported from Payroll to WFM:
   • Access Level, Award Profile, Default Location, Department, Role, Area, Pay Rate, Period, Roster Name, Employment Type, Clock-in Settings, Leave Accrual Settings, Probation Period.
5. Click Next to proceed.

Employee import settings are saved, ensuring system fields are correctly aligned.

Note: WFM matches employee records using Payroll Code and Employee Number. If no match is found, it checks Date of Birth, First Name, Last Name, and Payroll Company before creating a new employee record.

For a complete list of supported data fields and mapping directions, see the Field mapping reference.

Part 4: Configure employee upload options

This section defines how employee data is uploaded from WFM to Payroll.

1. In Integration Central, go to Employee Upload.
2. Ignore the Push employee data to connected HR system option. It may still appear but is deprecated and will be removed in a future release.
3. Enable Live Updates to send changes automatically. (Only enable upload if WFM is your source of truth)
   • To enable Live Updates:
     • Click Configure in the corresponding Payroll Company row.
     • Or go to Admin > Award Config > Payroll Companies in Payroll.
     • Click Configure next to the company selected in Part 2.
     • Enable Enable Employee Live Updates.
4. Return to the Integration Central tab.
5. Enable other relevant items: Bank Details, Emergency Contacts, Default Pay Rate, Default Location, Department, and Role.
6. Click Next when complete.

Employee upload settings are saved, ensuring employee data is correctly aligned.

Note: Employees created in WFM will not become active in Payroll until mandatory Payroll-only fields (such as tax details, leave accrual setup, or superannuation information) are completed directly in Payroll.

Part 5: Configure Payroll export mapping

This section defines how award-interpreted timesheet data exports from WFM to Payroll.

1. In Integration Central, go to Payroll Export.
2. Click Auto Map.
3. Review mappings and adjust as needed.
4. Map each WFM Pay Type to the appropriate Export Behaviour and Payroll Pay Element.
5. Adjust the Settings column as required.
   • For customers using AU or NZ leave conversions, configure the Upload Long Service Leave as weeks or Convert leave from days to weeks options under the relevant pay type to ensure balances are uploaded in the correct unit.
6. For employees under 18, ensure relevant pay types are configured as:
   • Export Behaviour: Element
   • Setting: Factor of Rate
   • “Export dates when an employee is under 18 years of age” enabled.
7. Click Next to continue.

For supported mapping and direction between WFM and Payroll, see the Field mapping reference.

(Optional) Setup Cost centre mapping options

1. Navigate to the Payroll Export section and select Cost Centre Mapping.
2. Choose your source(s) for cost centre codes, such as:
   • Location ExportCode
   • Role Name
   • Custom mapping names (if configured)
3. Reorder mappings by dragging and dropping using the reorder icon.
4. Configure Default Values to handle unmapped attributes.
5. Set Separators to match Payroll (e.g. Slash / or Dot .).

For more details on cost centre mapping see Upload cost centre mappings to WFM using Integration Central and Cost Centre Mapping Configuration.

The Payroll export configuration and cost centre mapping configurations are saved successfully, and pay types appear correctly matched in the mapping grid.

Part 6: Schedule and run the integration

You can schedule the integration to run automatically or manually as needed.

1. In Integration Central, go to Scheduler.
2. Choose your preferred sync method:
   • Scheduled-run:
     • Once: Repeat every X time for a set duration.
     • Daily: Recur every X days and repeat as needed.
     • Weekly: Recur every X weeks on selected days.
     • Set the start date and time.
   • Manual: Leave unscheduled to run on demand.
3. Click Schedule or Skip.

Once configured, your Humanforce Payroll integration will appear in Integration Central under active tasks.

Part 7: Run integration and validate initial sync

1. In Integration Central, locate the Humanforce Payroll task.
2. Click Run to trigger the initial sync.
3. Once complete, look for the completed status.
4. Click the kabab menu and select View logs or History to review results.
   • If errors occur, adjust your mapping and configuration settings.
   • Repeat the process until no errors remain.

Integration logs confirm successful data synchronisation with no errors. Once setup is complete, your integration is live, and data will flow between Humanforce WFM and Humanforce Payroll as configured.

Additional information

• To optimise data accuracy and reduce manual overhead:
  • Simplify Employment Types in WFM (e.g. Fulltime, FulltimeLL, PartTime, PartTimeLL, Casual).
  • Send timesheets for all employees, including salaried (autopaid), to maintain consistent reporting.
    • Use master templates and data exchange tasks to auto-create timesheets for salaried staff where appropriate.
  • Manage awards, roster limits, locations, departments, and roles within WFM for consistent award interpretation.
  • Provide accurate cost-centre mappings to ensure correct cost attribution in Payroll.
  • When importing leave balances, ensure Shift Type in WFM is set to Enable Accruals to prevent missing entitlements.
• Regularly review integration logs in Integration Central > History to monitor sync performance and resolve errors early.
• Related guides
  • Learn what the integration does – see the Overview: Humanforce WFM ↔ Payroll integration.
  • Understand the data – see the Field mapping reference for full details on what data is synced between systems.
  • Troubleshoot issues – visit the Known issues guide for current limitations and workarounds.