Set up Humanforce HR-WFM integration

Follow this guide to set up the Humanforce HR integration with Humanforce WFM. This ensures your organisation’s data flows seamlessly between your core HR and workforce management systems, reducing manual entry and improving data accuracy.

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 HR and Humanforce WFM is complete.

• Necessary custom fields have been created in Humanforce HR. Learn about creating custom fields in HR.

• Auxiliary data (e.g., pay companies, employment types, award profiles, locations, departments, roles, access levels, clock-in settings, pay rates) is configured in Humanforce WFM.

• Shared data fields (e.g., gender, title, visa types) have been reviewed and aligned between systems.

• Employee records exist in Humanforce HR.

Part 1: Generate API credentials in Humanforce HR

1. In Humanforce HR, go to Settings > All Settings > Public API Access Keys.

2. Click Create Access Key.

3. Enter a name for the Access Key.

4. Copy the generated Access Key and store it securely.

Important: API tokens have full admin access. Manage carefully and store securely.

For more detail on public API keys in HR, read: Public API Access Keys.

You now have a valid API access key ready to connect Humanforce HR to WFM.

Part 2: Connect Humanforce HR to WFM

1. In Humanforce WFM, go to Management > Advanced > Integration Central.

2. Click Add New if you already have an existing integration.

3. Locate the Humanforce HR tile and click to open.

4. Enter a name for the integration task.

5. Input your Tenant from your HR URL (e.g., https://hfproduct.humanforceHR.net/).

6. Input your API Key from Part 1.

7. Click Connect.

8. Test the connection:

   • If successful, you will see  Connection Successful.

   • If it fails, you will see Connection Failed. Click Recreate webhooks to attempt an automatic fix. If issues persist, contact Humanforce Support.

9. Click Next to save and continue to configure auxiliary data mapping.

Connection to Humanforce HR is established, and you're ready to configure your data mapping.

Part 3: Auxiliary data mapping

💡 Ensure required custom fields are configured before proceeding.

1. Go to Configure > Auxiliary data in the integration setup.

2. Map the WFM auxiliary data to the corresponding custom fields in Humanforce HR:

   • Pay Company, Employment Type, Default Location/Department/Role, Default Area, Default Award Profile, Period, Access Level, Clock-In Settings.

3. Map the corresponding HR qualification field to Humanforce WFM qualifications.

4. Click Next to save and continue to configure employee details mapping.

Auxiliary data mapping is complete, ensuring system fields are correctly aligned.

Part 4: Configure employee details

1. Go to Configure > Employee Details in the integration setup.

2. (Optional) Apply relevant filters if required.

3. Enable Employee Import.

4. If allowing employee detail changes in WFM, enable Employee Export to push data back to HR.

5. If you have Humanforce Payroll, enable Push employee data to connected payroll system.

6. Select Auto Map.

7. Expand each mapping section and review default mappings. Adjust as needed.

8. Ensure the Import/Export checkbox is enabled for each field.

9. Click Next to proceed.

For detailed mapping, see: Integration mapping reference.

Field mapping is completed, and data flow between systems is configured.

Part 5: Configure sync settings

1. Go to Schedule in the integration task.

2. Choose your preferred sync method:

   • Auto-run:

     • Enable After initial import, details will sync every 24 hours.

     • Set the date and time for sync to start.

     • Click Next.

   • Manual:

     • Skip scheduling if you prefer to run syncs on-demand.

Your integration is scheduled, or ready for manual syncs as required.

Part 6: Run integration and validate initial sync

1. Click  Run next to your integration to trigger the initial sync.

2. Once complete, look for the Completed status.

3. Click the kabab menu and select View logs and select View logs 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 HR and WFM as configured.

Additional information

• Regularly review log  History in WFM to catch issues early.

For further assistance, log a support ticket.