Definitiv, a member of the Access Group, delivers a flexible, cloud-based payroll and workforce management solution. Definitiv helps improve productivity and getting the most out of your people with a single platform designed to meet today’s tough workforce requirements.
intelliHR has built a custom integration layer that is available for users of Definitiv. The integration takes new hires in intelliHR and sends them to Definitiv payroll. The integration will create a new user in Definitiv when a new hire (person & job record) is created in intelliHR. The integration will also send any updates to jobs from intelliHR to Definitiv.
This article covers:
- What the integration will do
- What data can be mapped from intelliHR to Definitiv?
- Connection & Set-up Costs
What will it do?
✅ When a new person & job (new hire) is created in intelliHR, a new employee is added to Definitiv (including job remuneration data).
✅ When a job is updated (job tab) in intelliHR, the associated employee is also updated in Definitiv (including job remuneration data).
✅ Updates to person data (profile tab) in intelliHR will flow through to the employee in Definitiv.
✅ Upon the new employee being added to Definitiv, the integration can optionally trigger an employee self-service onboarding invitation email from Definitiv to the employee's designated email address.
Common Considerations
- When a job is ended in intelliHR, the associated employee will not be terminated in Definitiv. This is to allow Payroll to process terminations at the appropriate time and pre-empt any compliance issues with automatic termination
- Updates to employees in Definitiv do not currently flow back to the person or job record in intelliHR.
- Superannuation and tax information is not sent from intelliHR to Definitiv at this point in time.
Data Mapping from intelliHR to Definitiv
Below is a list of employee (from the intelliHR profile tab) fields that can be mapped across from intelliHR to Definitiv for the new employee creation process (triggered by a person & job being created in intelliHR).
| intelliHR Field | Definitiv Field |
| Employee Number | Employee Number |
| Gender | Gender |
| Title | Title |
| First Name | First Name |
| Middle Name | Middle Name |
| Last Name | Surname |
| Preferred Name | Preferred Name |
| Date of Birth | Date of Birth |
| Company Start Date | Hire Date |
|
Primary Email Non-Primary Email |
Primary Email Other Email |
|
Primary Phone Number Non-Primary Phone Number |
Mobile Phone Other Phone |
|
Street State Suburb Post Code Country Type (Home, Postal) |
Street State Suburb Postcode Country Type (Home, Postal) |
|
Emergency Contact Name Relationship Phone Number |
Emergency Contact Name Relation Phone Number |
Below is a list of job (from the intelliHR job tab) fields that can be mapped across from intelliHR to Definitiv for the new employee creation process (triggered by a person & job being created in intelliHR).
| intelliHR Field | Definitiv Field | Definitiv Section |
| Business Entity | Organisation ID | N/A |
| Position Title | Role Name | Role |
| Company Start Date | Job Start Date | |
| Company End Date | Job End Date | |
| Business Unit | Department Name | Department |
| Company Start Date | Commencement Date | |
| Company End Date | End Date | |
| Business Unit | Project Name | Project |
| Company Start Date | Start Date | |
| Company End Date | End Date | |
| Location | Location Name | Location |
| Company Start Date | Start Date | |
| Company End Date | End Date |
- If no matching Role or Project is found in Definitiv, a new value is created and assigned to the employee in Definitiv.
- If no matching Department or Location is found in Definitiv, no value will be assigned to the employee in Definitiv for these fields.
- End Dates are only transmitted to Definitiv is the employee has an end date set in intelliHR.
Below is a list of remuneration (from the intelliHR remuneration schedule) fields that can be mapped across from intelliHR to Definitiv for the new employee creation process (triggered by a person & job being created in intelliHR).
| intelliHR Field | Definitiv Field |
| First Name, Last Name | Custom Pay Policy Name |
| Hours Per Cycle (intelliHR value is used to calculate the corresponding Defintiv fields) |
Hours in Working Week Full Time Equivalent Weekly Hours Weekly Hours |
| Remuneration Type | Type |
| Base Annual Salary | Salary |
| Total Annual Package | Total Package |
| Base Hourly Rate | Hourly Rate |
| Company Start Date | Start Date |
| Company End Date | End Date |
| Pay Grade | Pay Policy Name |
Job Updates
The trigger point for this transfer of data is when a job is updated in intelliHR. The below outlines the process flow of how the data is pushed across into Definitiv:
1. The integration will search for the employee in Definitiv using the matching Employee Number from intelliHR.
2. If Position Title is updated, the integration will:
- Find or Create a Role on Defintiv.
- Check if the employee has an assigned Role, then add an End Date to their existing role before assigning them the new Role.
3. If Business Unit is updated, the integration will:
- Search for a Department in Defintiv. (If no match, the push will be unsuccessful).
- Check if the employee has an assigned Department, then add an End Date to their existing Department before assigning them the new Department.
- Find or Create a Project in Defintiv.
- Check if the employee has an assigned Project, then add an End Date to their existing Project before assigning them the new Project.
4. If Location is updated, the integration will:
- Search for a Location in Defintiv. (If no match, the push will be unsuccessful).
- Check if the employee has an assigned Location, then add an End Date to their existing Location before assigning them the new Location.
Pay Policy Data
- If the employee is a salaried employee in intelliHR - a custom pay policy will be created for them based on the employee's first name and last name.
- If on employee is on an award - their pay grade in intelliHR will be sent as the pay policy in Definitiv and will interpret the employee's pay rules accordingly based on the pay policy rules in Definitiv.
Connection & Set-up Costs
Steps required to connect the integration and the costs associated are quoted on a case-by-case basis as this integration is facilitated by an intelliHR custom integration layer.
intelliHR will provide a quote that factors in some of the following activities to ensure that the integration is sustainable for each client.
- Authentication Testing: Requires the client to retrieve an API key from within Definitiv admin settings and confirmation of tenant region.
- Field Mapping: As per the section above; ensuring all fields are mapped correctly between intelliHR and Definitiv.
- Pre-Deployment & Post-Deployment Consultations: This includes testing the integration with the client to identify use cases and field mapping requirements.
- Deployment: The end-to-end building of the complete integration/automation process.
- Housing & Maintenance: Which party will be hosting the integration (intelliHR vs. Client)? What effort will be required to troubleshoot and maintain the integration long-term?