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Who is Cintra?

Cintra, a prominent member of the Payroll Software and Services Group (PSSG), has been providing payroll software and services for over 40 years. Headquartered in the Northeast UK, Cintra serves over 1300 clients across various sectors, including education, retail, travel, manufacturing, and professional services. For more details, you can visit Cintra's official website.

What this article covers

This article outlines the functions and options available through API-based integration with Cintra in Humanforce Cloud. It is crucial to set up the integrations correctly to prevent data issues. If you require assistance or are unsure about setting up the integration, please reach out for help before starting to avoid additional fees for support packages.

What does the integration do?

The integration between Humanforce WFM and Cintra facilitates the transfer of crucial employee data, ensuring accuracy and efficiency in workforce management.

Here's what the integration accomplishes:

• Employee Personal Details
  • Cintra → Humanforce WFM
    • Newly created employees and updates made to the employee's details are sent to WFM in a bulk sync that can be scheduled or manually run through Integration Central (IC).
  • Humanforce WFM → Cintra
    • New employees created in the WFM Onboarding module or Employee Management screen, create a new employee in Cintra.
      • Note, an employee will not be active in Cintra until all payroll-specific fields are completed directly in Cintra.
      • Note, WFM default values can be configured and applied to new profiles on initial import if that profile has no existing data for the corresponding field. (e.g. access level, clock in settings)
    • Updates made to employee details from the Employee Management screen or via the Change Approval process will flow through to Cintra.
• Payroll Export
  • Humanforce WFM → Cintra
    • Standard Payroll File - Variance Export
    • Leave Payroll File - Absence Export
    • These files are available for download in the WFM payroll screen, once a pay run has been processed through the Humanforce WFM Management>Timesheets>Payroll section, these files must be manually uploaded into Cintra. Instructions on how to process a pay run in Humanforce WFM can be found in this article ⭧How do I create a payrun in Humanforce?

• Leave Balances - Employee Leave Balances are handled separately.
  • Employee Leave Balances cannot be transferred via the API, however, can be exported out of Cintra in a CSV and uploaded manually into ⭧Humanforce WFM through integration central.
    If you require assistance with the creation of the leave balance file, please contact Cintra Support.

Prerequisites

Before proceeding with the integration, ensure that the following prerequisites are met:

• Humanforce Cloud Customer: Access to this integration is exclusive to Humanforce Cloud customers.
• API Credentials: Obtain API credentials from Cintra with comprehensive permissions to facilitate data exchange between the platforms.
• Source of Truth: Cintra serves as the primary repository for employee data, unless Humanforce WFM onboarding is used, in which case WFM becomes the source of truth.
• Change Approvals: The "Changes Require Approval" permission must be enabled for changes to flow via the Change Approvals page into Payroll.

Integration Setup

The step by step set up instructions for the Cintra integration can be found in this article ⭧Set up Cintra Payroll integration

API Documentation

Humanforce WFM uses its REST API to push and pull data between the systems. More information on the Humanforce REST API is available in this article ⭧Humanforce REST API Overview.

Integration Workflow

1. Prepare your data:
   1. Create Auxiliary Data:
      • In WFM: Create Access Level, Clock-in Setting, Qualification Types, Visa Types, Employment Type, Location, Department, Role, Award Profiles and Area (if required) in WFM.
      • In both systems: Create Public Holidays, Pay Rates, Pay Types and Leave Types. Create and match Gender, Title and Pay Company in both WFM and Cintra.
   2. Create or upload employee records in Humanforce WFM.
2. Set Up Integration:
   1. Obtain API credentials for Cintra.
   2. Set up the integration in WFM > Integration Central. ⭧Learn how in this article.
   3. Test the connection and resolve any errors.
3. Configure Mapping:
   1. Employee Import
      • Enable employee details sync for accurate data transfer. Supported mapping ⭳below.
   2. Employee Upload
      • Enable employee details mapping for accurate data transfer. Supported mapping ⭳below.
   3. Payroll Export
   4. Optionally, schedule automatic data synchronisation.
4. Review and Troubleshoot:
   1. Monitor the import log and address any errors for a successful data transfer.

Best Practices and Tips

• Ensure the External ID in WFM matches the People ID in Cintra before enabling integration to avoid duplication.
• Ensure auxiliary data matches between systems (Gender, Title, Employment Type, etc.).
• Double-check field mappings and configurations to avoid potential data inconsistencies.
• Regularly review import logs and address any errors or issues promptly.

Supported Data Mapping

Employee Details

Employee Connection

• Only employees assigned within the selected Employer and Payroll from Cintra will be imported.
• Only employees with active employment will be imported.
• The integration links profiles using People ID in Cintra and Externa ID in Humanforce WFM.
  • If the values of these fields are different for an employee, the employee profile will not sync across systems.
• Changing other codes in Humanforce WFM, such as Employee Code and Payroll Code, won't impact profile syncing.

Available Integration Flows

Integrated Data

The following tables will take you through which employee data fields can be transferred via the API.

Some fields are configurable in the integration configuration screen in WFM (Management>Advanced>Integration Central).

• Where field details are noted as "Summary Entity Model", ensure the values held in the auxiliary list match between systems.

* Mandatory field

New Employee Defaults

The following fields allow once-off values to be selected for newly created employees.

* Mandatory field

Payroll Export

Standard Payroll File - Variance Export

* Mandatory field

Leave Payroll File - Absence Export

* Mandatory field