Who is SwiftPOS?

SwiftPOS is an advanced point-of-sale (POS) system designed to streamline sales and transactions for businesses in retail and hospitality. With over two decades of experience, SwiftPOS provides tailored solutions, including inventory management, customer loyalty programs, and real-time sales reporting. It is used by single-store outlets and large franchises alike. For more information, please visit ⭧Swiftpos's official website.

What this article covers

This article outlines the functions and options available through API-based integration between Humanforce Workforce Management (WFM) and SwiftPOS in Humanforce Cloud. It is crucial to set up the integration 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 SwiftPOS and WFM allows sales data from SwiftPOS to be imported into WFM for accurate rostering, payroll, and financial forecasting. By syncing this data, businesses can efficiently align sales performance with staffing needs and ensure accurate payroll processing based on real-time sales figures.

Here’s what the integration accomplishes:

• Actual Sales Figures: SwiftPOS → WFM
  • The integration retrieves and processes actual sales data from SwiftPOS through their API. This data is imported into the WFM system, where it can be utilised in the Department Rostering screen to optimise staffing based on real-time sales. Additionally, the data can be accessed via the Sales Budget screen, providing a comprehensive view of sales performance against labour costs, and allowing for more informed financial forecasting and decision-making.
  • To learn more about how sales budgets can be used in WFM, read this article: ⭧What is the Sales Budget and how do I configure it?

Example Use Case: A busy retail store can use real-time sales data from SwiftPOS to optimise staffing levels during peak hours and ensure accurate payroll calculations.

Prerequisites

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

1. Humanforce Cloud Customer: Access to this integration is exclusive to Humanforce Cloud customers.
2. API Credentials: Obtain API credentials from SwiftPOS, including API URL, Clerk ID, Client ID, and Customer ID with comprehensive permissions to facilitate data exchange between the platforms.
3. SwiftPOS Version: Ensure that you are using SwiftPOS version 10.58 or higher for API compatibility.

Integration Setup

API Documentation

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.

SwiftPOS offers a public REST API that allows for integration with third-party systems. For more detailed API documentation, visit the ⭧SwiftPOS Swagger page.

Integration Workflow

Follow these steps to set up the integration between WFM and SwiftPOS:

1. Access Integration Central

1. Navigate to Management > Advanced > Integration Central in WFM.
2. Click on SwiftPOS. If an integration has already been configured, click Add New to create a new connection.

2. SwiftPOS Authentication

1. In the Name field, provide a meaningful name for the integration.

2. Enter the API URL, typically formatted as:

   https://BusinessName.com.au:4439/SwiftAPI/api

3. Input the following authentication details:

   • Clerk ID: Ensure this Clerk ID has permission to validate the authorisation token.
   • Client ID: The web API-enabled location within the SwiftPOS environment.
   • Customer ID: Your customer reference number (SwiftPOS registration number).
   • If unsure of these details, contact SwiftPOS support.
4. Click Connect to validate the credentials.
   
5. Once the connection is successful, click Next to save the connection and proceed with configuration.
   • You can retest the connection anytime by clicking the Test connection button shown below.
     

3. Configure the Import Options

1. Enable the Sync Sales Budget

   • Select the checkbox to enable syncing of sales data to the sales budget.

2. Select the Relevant Period

   • The Period refers to categories of rosters in WFM. Most organisations will have only one period option available, typically called "SHIFT". If multiple periods are available, consult with your Rostering Manager or Humanforce Support.

3. Define Transaction Types

   • Transaction Type "0" is the most commonly used, indicating a standard sale.
   • Other transaction types, such as 0-98 and 150-500, also represent standard sales.
   • Enter multiple transaction types by separating them with commas (e.g., 0, 529).
   • If you need help identifying transaction types, reach out to SwiftPOS support.
4. Enter Media Types
   • Media Types control the inclusion of transactions based on the payment method used. Common media types are:
     • 1: CASH
     • 2: EFTPOS
   • Multiple media codes can be entered, separated by commas (e.g., 1, 2, 158, 529).
   • Media codes should be verified in SwiftPOS, as they can vary depending on your setup.
   
5. Location/Department Mapping
   1. Map the HF Location / Department to the corresponding SwiftPos Location / Department. This mapping ensures that sales data is accurately associated with the correct location/department combination in WFM.
      • You can add an unlimited number of mapping rows, and new rows will automatically be generated as you fill out existing ones.
      • Duplicate mappings are not allowed, and incomplete rows cannot be saved.
      • Rows can be deleted by ticking each required row and then clicking the Delete rows button.
   2. Ensure all mappings are complete, then click Next to save your changes.
      

4. Scheduling the Integration

1. Automatic Scheduling (Optional)

   • After verifying the data import, you can set the integration to run on an automatic schedule.
   • Configure the schedule based on your business needs to ensure regular synchronisation of sales data between SwiftPOS and Humanforce.
     

2. Manual Import

   • It is recommended to run the integration manually first to verify that all data is being imported correctly.
   • You can manually run the integration from Integration Central by clicking the Run button next to the relevant integration.
     
3. Data Import Logic
   • First Import: When you first run the integration, the system will import sales data from the last 2 months to provide sufficient historical data for reporting and analysis.
   • Subsequent Imports: After the initial run, subsequent imports will only pull new sales data generated since the last import.

5. Accessing Imported Sales Data

1. Viewing Sales Data

   • Once the sales data has been imported, it will be available for viewing in WFM in the following sections:

     • Management > Rostering > Department Rostering
     • Management > Advanced > Sales Budget
       
       
       
       
     • To learn more about how sales budgets can be used in WFM, read this article: ⭧What is the Sales Budget and how do I configure it?

2. Checking Permissions

   • If you do not see the Sales Budget module, ensure you have the relevant access permissions:
     1. Navigate to Admin > Security Config > Access Levels.
     2. Enable the permission: All Permissions > TimeTarget/Humanforce Online > View Sales Budget.
   • To enable page access:
     1. Navigate to Admin > Admin Config > Nav Manager.
     2. Under ESS, enable Management > Sales Budget & Department Rostering.

Supported Data Mapping