The integration mentioned in this article is currently under development, and the details provided are subject to change. To stay updated on any modifications or enhancements, click the "Follow" button located at the top left corner of this article under the heading.
Who is intelliHR?
Humanforce is a unified HCM suite designed for frontline and flexible workforces. Combining workforce management, HR, payroll, and wellbeing, together in the aim to elevate employee experience and simplify compliance. With features like mobile apps, automated workflows, and employee engagement tools, Humanforce helps organisations improve efficiency, reduce costs, and attract & retain top talent. Whether you're in retail, hospitality, healthcare, or another industry with a dynamic workforce, Humanforce offers a customisable suite to meet your specific needs. For more details, you can visit ⭧Humanforce's official website.
What this article covers
This article outlines the steps to integrate intelliHR (iHR) with Humanforce Workforce Management (WFM) for Humanforce Cloud customers. Proper setup is crucial to prevent data issues and ensure smooth workforce management operations. 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/service packages.
What does the integration do?
The integration between intelliHR and Humanforce WFM facilitates the transfer of crucial employee data, ensuring accuracy and efficiency in workforce management.
Here's what the integration accomplishes:
-
Auxiliary Data Transfer:
- Auxiliary data, such as pay companies, employment types, and award profiles, are transferred from WFM to iHR. Qualifications are transferred from iHR to WFM
-
Employee Personal Details:
-
intelliHR → Humanforce WFM:
- Newly created People records in iHR, with a primary job, are sent to WFM.
- Updates made to the employee's People or Job in iHR are sent to WFM.
- Bulk sync of People and Job data can be scheduled to WFM.
- Termination dates in WFM are updated when a person is deleted or a primary job is ended in iHR.
- Deleting a person or adding a Company End Date to the primary job in iHR will update the termination date in WFM.
-
Humanforce WFM → intelliHR:
- Updates made to employees' personal details from the Employee Management screen or via the Change Approval process will flow through to iHR.
Note, that changes made by employees via ESS, without approvals active will not trigger the integration flow.
- Updates made to employees' personal details from the Employee Management screen or via the Change Approval process will flow through to iHR.
-
intelliHR → Humanforce WFM:
-
Humanforce Payroll Integration (Planned for release: September):
- Employee data will be transferred from iHR to Humanforce Payroll.
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 iHR with comprehensive permissions to facilitate data exchange between the platforms.
- Source of Truth: iHR serves as the primary repository for employee data within the integrated ecosystem, ensuring consistency and accuracy across platforms.
- Change Approvals: The "Changes Require Approval" permission must be enabled for changes to flow via the Change Approvals page into iHR.
Integration Workflow
Follow these steps to set up the integration between intelliHR and Humanforce WFM:
-
Prepare your data:
- Create Custom Fields (if needed): ⭧Learn how in this article.
- Create Auxiliary Data:
- In WFM: Create pay company, employment type, award profile, roster period, access level, clock-in setting, location, department, role, and area.
- In iHR: Create qualifications.
- In both systems: Create pay rates, gender, title, and visa type.
- Create or upload employee records in iHR.
-
Set Up Integration:
- Create API credentials in iHR. ⭧Learn how in this article.
- Set up the integration in WFM > Integration Central. ⭧Learn how in this article.
- Test the connection and resolve any errors.
- Configure Mapping:
-
Review and Troubleshoot:
- Monitor the import log and address any errors for a successful data transfer.
Best Practices and Tips
- Where possible add employees into iHR and then transfer them to WFM via the integration. This mitigates the risk of data duplication.
- Ensure auxiliary data matches between iHR and WFM. Fields such as pay rates, gender, title, and visa type must manually be maintained in both systems.
- Double-check the field mappings and configurations to avoid potential data inconsistencies.
- Regularly review the import logs and address any errors or issues promptly.
- Default Location, Department, and Role (LDR) structure should be maintained in iHR. While additional LDRs should be maintained within WFM.
- Employee rates must be maintained in both iHR and WFM.
- Termination should be completed in iHR first and will flow to WFM. Terminations should then manually be updated in Payroll.
Known Issues / Gaps
-
Default clock-in setting not attaching to new employees
- Status: Resolved 23rd May
Employees created from iHR will now import to WFM with the default clock-in settings.
- Status: Resolved 23rd May
Integration Setup
Detailed step-by-step setup instructions for the intelliHR integration can be found in this article ⭧Set up intelliHR integration
API Documentation
- The intelliHR integration utilises webhooks for employee updates. Any changes made within intelliHR will trigger the webhook and update Humanforce WFM. More information on intelliHR webhooks is available in this article ⭧Set up intelliHR integration.
- 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.
Employee Data Forwarding (Planned Release: October)
Overview
Humanforce is excited to introduce the Employee Data Forwarding feature, which enables seamless data synchronisation across multiple integrations within Humanforce Workforce Management.
Key Benefits
- Seamless Integration: Connect Humanforce products (intelliHR, Humanforce WFM, and Humanforce Payroll) and supported third-party integrations.
- Automatic Updates: Ensure that data changes made in HR are automatically forwarded from WFM to Payroll, eliminating the need for manual updates.
- Improved Data Consistency: Minimise the risk of data inconsistencies and reduce manual data entry efforts, maintaining up-to-date records across all systems.
How It Works
With Employee Data Forwarding, you can link multiple integrations within Humanforce Workforce Management Integration Central. For example, changes made in the HR system will automatically be forwarded to Payroll through WFM, creating a seamless and efficient workflow.
Getting Started
For detailed setup instructions and more information, please refer to the Employee Data Forwarding documentation.
Integration Options
This integration facilitates data transfer between Humanforce WFM and intelliHR in two main categories:
- Auxiliary Data: Auxiliary data serves as the admin list for specific employee data fields, ensuring consistency across systems. This includes information like pay companies, employment types, and award profiles, which are transferred from Humanforce WFM to intelliHR.
- Employee Personal Details: This includes employee information such as personal details, employment details, and qualifications, which can be transferred in both directions between the two systems.
Auxiliary Data
Field Mapping
The intelliHR field names noted below are populated to reflect the recommended mapping. However, these fields are configurable on the integration configuration screen within Humanforce WFM (Management > Advanced > Integration Central).
Note, for auxiliary data to transfer between systems, an integration must be run.
| Field Name - intelliHR | Field Name - HF WFM | Transfers | Important Notes |
|
Custom Field - Pay Company |
Pay Company |
WFM→iHR |
|
|
Custom Field - Employment Type |
Employment Type |
WFM→iHR |
|
|
Custom Field - Default Location |
Default Location |
WFM→iHR |
|
|
Custom Field - Default Department |
Default Department |
WFM→iHR |
|
|
Custom Field - Default Role |
Default Role |
WFM→iHR |
|
|
Custom Field - Default Area |
Default Area |
WFM→iHR |
|
|
Custom Field - Default Award Profile |
Default Award Profile |
WFM→iHR |
|
|
No Mapped |
Period |
WFM→iHR |
|
|
Custom Field - Access Level |
Access Level |
WFM→iHR |
|
|
Custom Field - Clock-In Settings |
Clock-In Settings |
WFM→iHR |
|
|
Qualification Library Items |
Qualifications |
iHR→WFM |
Employee Details
Employee Connection
When integrating employee details between systems, it's important to understand the criteria for bringing an employee into the system. Initially, the system filters for employees with a current primary job. Further filters can be applied through the integration setup page, such as specific Business Entities or Custom Field requirements. Enabling this option prompts the system to check for a specified field value against an employee (e.g., "Default Location = Melbourne, Sydney and Brisbane") in addition to having a current primary job.
Before the integration connector is activated, scenarios may occur where the same employee exists in both iHR and WFM systems. In such cases, the system employs a combination of the following identifiers to determine if it's the same individual:
- iHR GUID Key (GUID)
- First Name (FN)
- Last Name (LN)
- Date of Birth (DOB)
Case 1: If a potential duplicate entry is identified, a new record is created in the WFM.
| System | FN | LN | DOB | Outcome | |
| iHR | John | Smith | 01/01/2000 | john@gmail.com | Duplicate created in HF WFM |
| HF WFM | Jon | Smith | 01/01/2000 | john@gmail.com |
Case 2: Upon recognising a match between the existing iHR and WFM records, the system updates the WFM record with relevant changes.
| System | FN | LN | DOB | Outcome | |
| iHR | John | Smith | 01/01/2000 | john@gmail.com | Match recognised and updated |
| HF WFM | John | Smith | 01/01/2000 | john@gmail.com |
Available Integration Flows
|
WFM→ intelliHR |
intelliHR→ WFM |
|
|
Fixed Mapping
The table below illustrates fixed mappings:
Note: Items in red are planned for a future release.
|
Field Name - intelliHR tab.section.field name[api name] |
Field Name - HF WFM tab.section.field name[api name] |
Transfers |
Important Notes Field Details |
Additional Suite Integrations | |
| [iHRGUID] | [intelliHRID] |
iHR→WFM |
Hidden field, updated in the background to link employees. | ||
|
Jobs.Job Details. Company Start Date* |
Employment.Employment. Start Date* |
iHR→WFM WFM→iHR |
Start date of the primary Job. Concurrent Job not considered. dd-mm-yyyy |
WFM→HFPayroll |
|
|
Jobs.Job Details. Company End Date |
Employment.Employment. Termination Date |
iHR→WFM WFM→iHR |
Company end date of the primary Job. Concurrent Job not considered. Cancelling a company end date in iHR or adding a new primary job to an employee with a company end date will reactivate the employee in WFM, only on triggered integration. dd-mm-yyyy |
WFM→HFPayroll |
|
|
Jobs.Position Details. Position Title* |
Employment.Employment. Job Title |
iHR→WFM WFM→iHR |
Description of the employee’s function within the company 50 character max |
||
|
Profile.Personal Information. First Name* |
Personal Details.Personal. First Name* |
iHR→WFM WFM→iHR |
30 character max |
WFM→HFPayroll |
|
|
Profile.Personal Information. Middle Name |
Personal Details.Personal. Middle Name |
iHR→WFM WFM→iHR |
50 character max | WFM→HFPayroll | |
|
Profile.Personal Information. Last Name* |
Personal Details.Personal. Last Name* |
iHR→WFM WFM→iHR |
30 character max | WFM→HFPayroll WFM→HFThrive
|
|
|
Profile.Personal Information. Preferred Name |
Personal Details.Personal. Roster Name* [ShortName] |
iHR→WFM WFM→iHR |
Default Value configurable in IC Employee’s name as it will appear in the rostering screen. |
WFM→HFPayroll | |
|
Profile.Personal Information. Date of Birth |
Personal Details.Personal. Birth Date* [DateOfBirth] |
iHR→WFM WFM→iHR |
dd-mm-yyyy | WFM→HFPayroll WFM→HFThrive |
|
|
Profile.Personal Information. Gender* |
Personal Details.Personal. Gender* |
iHR→WFM WFM→iHR |
Gender Name must match between systems. Matched by Name or Export Code on import to HF WFM |
WFM→HFPayroll | |
|
Profile.Personal Information. Title |
Personal Details.Personal. Title |
iHR→WFM WFM→iHR |
Title Name must match between systems. Title Name. E.g. Mr, Mrs, Miss. |
WFM→HFPayroll | |
|
People.Personal Information. Emergency Contact - Full Name |
Other Info.Emergency Contacts. Name |
iHR→WFM WFM→iHR |
Emergency Contact flag enabled by default on import. | WFM→HFPayroll | |
|
People.Personal Information. Emergency Contact - Relationship |
Other Info.Emergency Contacts. Relationship |
iHR→WFM WFM→iHR |
Details on how the emergency contact is related to the employee. |
WFM→HFPayroll |
|
|
People.Personal Information. Emergency Contact - Phone Number |
Other Info.Emergency Contacts. Phone |
iHR→WFM WFM→iHR |
WFM→HFPayroll | ||
|
People.Personal Information. Emergency Contact - Email Address |
Other Info.Emergency Contacts. |
iHR→WFM WFM→iHR |
WFM→HFPayroll | ||
|
Profile.Address. Country |
Personal Details.Address. Country |
iHR→WFM WFM→iHR |
50 character max | WFM→HFPayroll | |
|
Profile.Address. Current Address - Postcode |
Personal Details.Address. Post Code |
iHR→WFM WFM→iHR |
10 character max | WFM→HFPayroll | |
|
Profile.Address. Current Address - State |
Personal Details.Address. State |
iHR→WFM WFM→iHR |
50 character max | WFM→HFPayroll | |
|
Profile.Address. Current Address - Street Line 1 |
Personal Details.Address. Address 1 |
iHR→WFM WFM→iHR |
iHR - The Primary address will be used by default. 50 character max |
WFM→HFPayroll | |
|
Profile.Address. Current Address - Suburb |
Personal Details.Address. Suburb |
iHR→WFM WFM→iHR |
50 character max | WFM→HFPayroll | |
|
People.Personal Information. Work Right Type |
Employment.Employment. Visa Type |
iHR→WFM WFM→iHR |
Visa Type Name must match between systems. 50 character max |
||
|
People.Personal Information. Work Right Expiry Date |
Employment.Employment. Visa Expiry |
iHR→WFM WFM→iHR |
Expiry date of a Student/Work Visa held by the employee. dd-mm-yyyy |
||
|
Qualifications. Qualifications. Qualification Name |
Qualifications. Qualifications. Type |
iHR→WFM WFM→iHR |
Qualification Name must match between systems. Summary Entity Model |
||
|
Qualifications. Qualifications. Valid Until |
Qualifications. Qualifications. Expiry |
iHR→WFM WFM→iHR |
|||
|
Qualifications. Qualifications. Valid From |
Qualifications. Qualifications. Date Issued |
iHR→WFM WFM→iHR |
|||
|
Qualifications. Qualifications. Registration Number |
Qualifications. Qualifications. Certificate No |
iHR→WFM WFM→iHR |
|||
|
|
Employment.Employment. Include in payroll export* [ExportPays] |
Default set to True. Indicates whether the employee’s timesheet data should be sent to payroll the payroll system or not. |
WFM→HFPayroll | ||
|
|
Employment.Employment. Verification Mode* |
Set based on WFM System-Wide setting Summary Entity Model |
|||
* Mandatory field
Adjustable Mapping
In addition to fixed mappings, certain fields allow for adjustable mapping configurations within Humanforce WFM. These fields can be customised based on your business requirements. The following things should be considered before completing the integration.
- Where field details are noted as "Summary Entity Model", ensure the values held in the auxiliary list match between systems.
- When using custom fields, the custom field must be created within iHR before they can be used for mapping in WFM. For more information on how to do this refer to our ⭧Custom Field article.
- Where noted below the following Job Fields are available for alternate mapping - Business Entity, Business Unit, Employment Condition, Hourly Rate, Hours Per Cycle, Location, Pay Grade, Position Title, Work Class, and Work Type.
- The mapping configurations may vary per customer based on their unique needs and system setups.
The following table illustrates the adjustable mappings:
The intelliHR field names noted below are populated to reflect the recommended mapping. However, these fields are configurable on the integration configuration screen within Humanforce WFM (Management > Advanced > Integration Central)
Note: Items in red are planned for a future release.
|
Field Name - intelliHR field name [api name] |
Field Name - HF WFM field name [api name] |
Integration Direction |
Important Notes Field Details |
Additional Suite Integrations | |
|
Profile.Personal Information. intelliHR ID* |
Personal Details.Personal. Employee Code* |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC 50 character max |
WFM→HFPayroll | |
|
Profile.Personal Information. Employee Number |
Employment.Employment. Payroll Code* |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC 100 character max |
WFM→HFPayroll | |
|
Custom Field - Jobs.Additional Details. Pay Company |
Employment.Employment. Pay Company* |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC List can be synced from WFM to iHR - see ⭳Auxiliary Data. Summary Entity Model |
||
|
Custom Field - Jobs.Additional Details. Employment Type |
Employment.Employment. Employment Type* |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC Default Value configurable in IC. List can be synced from WFM to iHR - see ⭳Auxiliary Data. Summary Entity Model |
WFM→HFPayroll | |
|
Custom Field - Jobs.Additional Details. Default Award Profile |
Location, Department, Roles.Roles and Profiles. Default Award Profile* |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC Default Value configurable in IC. List can be synced from WFM to iHR - see ⭳Auxiliary Data. Summary Entity Model |
WFM→HFPayroll | |
|
Not Mapped Default Value set to SHIFT in IC. |
Employment.Employment. Default Period* |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC Default Value configurable in IC. List can be synced from WFM to iHR - see ⭳Auxiliary Data. Summary Entity Model |
||
|
Custom Field - Jobs.Additional Details. Access Level* |
Employment.Employment. Access Level* |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC Default Value configurable in IC. List can be synced from WFM to iHR - see ⭳Auxiliary Data. Summary Entity Model |
||
|
Custom Field - Jobs.Additional Details. Clock-in Settings* |
Employment.Employment. Clock-in Settings* |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC Default Value configurable in IC. List can be synced from WFM to iHR - see ⭳Auxiliary Data. Summary Entity Model |
||
|
Jobs.Remuneration Schedule. Hours Per Cycle* |
Employment.Employment. Max Roster Hours [RosterMaxHours] |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC 50 character max |
HFPayroll→WFM (not recommended when using iHR) |
|
|
Jobs.Position Arrangements. Pay Grade* |
Location, Department, Roles.Roles and Profiles. Default Pay Rate |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC Summary Entity Model |
WFM→HFPayroll WFM→HFThrive |
|
|
Jobs.Remuneration Schedule. Base Hourly Rate* |
Location, Department, Roles.Roles and Profiles. Default Rate Override [DefaultHourlyRate] |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC A dollar value per hour e.g. 38.50 AUD, 20 USD |
WFM→HFPayroll | |
|
Custom Field - Jobs.Additional Details. Default Location* |
Employment.Employment. Default Location* |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC Default Value configurable in IC. List can be synced from WFM to iHR - see ⭳Auxiliary Data. Summary Entity Model |
WFM→HFPayroll WFM→HFThrive |
|
|
Custom Field - Jobs.Additional Details. Default Department* |
Employment.Employment. Default Department* |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC Default Value configurable in IC. List can be synced from WFM to iHR - see ⭳Auxiliary Data. Summary Entity Model |
WFM→HFPayroll | |
|
Custom Field - Jobs.Additional Details. Default Role* |
Employment.Employment. Default Role* |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC Default Value configurable in IC. List can be synced from WFM to iHR - see ⭳Auxiliary Data. Summary Entity Model |
WFM→HFPayroll | |
|
Job.Position Arrangements. Position Start Date* |
Location, Department, Roles.Roles and Profiles. Date Effective* [RoleRevisionDateEffective] |
iHR→WFM WFM→iHR |
Uses Primary Position Start Date in the first instance. For job updates uses Job Update Effective From dd-mm-yyyy |
WFM→HFPayroll | |
|
Custom Field - Jobs.Additional Details. Default Area* |
Employment.Employment. Default Area |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC Default Value configurable in IC. List can be synced from WFM to iHR - see ⭳Auxiliary Data. 50 character max |
||
|
Custom Field - Profile.Payroll. Bank Name* |
Personal Details.Bank Account. Bank [BankName] |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC 50 character max |
WFM→HFPayroll | |
|
Custom Field - Profile.Payroll. Bank BSB* |
Personal Details.Bank Account. BSB [BankBSB] |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC 20 character max |
WFM→HFPayroll WFM→HFThrive |
|
|
Custom Field - Profile.Payroll. Bank State* |
Personal Details.Bank Account. Bank State |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC 50 character max |
||
|
Custom Field - Profile.Payroll. Bank Account Name* |
Personal Details.Bank Account. Account Name [BankAccountName] |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC 50 character max |
WFM→HFPayroll | |
|
Custom Field - Profile.Payroll. Bank Account Number* |
Personal Details.Bank Account. Account No [BankAccountNumber] |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC 50 character max |
WFM→HFPayroll WFM→HFThrive |
|
|
Custom Field - Profile.Payroll. Tax File Number* |
Employment.Employment. Tax Id |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC Employee’s tax identification code. |
HFPayroll→WFM (not recommended when using iHR) |
|
|
Profile.Phone Number. Primary Phone Number* |
Personal Details.Contact. Mobile |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC 20 character max |
WFM→HFPayroll WFM→HFThrive |
|
|
Profile.Phone Number. Personal Phone Number* |
Personal Details.Contact. Phone |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC 20 character max |
WFM→HFPayroll | |
|
Profile.Email Address. Primary Email* |
Personal Details.Contact. |
iHR→WFM WFM→iHR |
Alternate mapping possible in IC 128 character max |
WFM→HFPayroll WFM→HFThrive |
|
* Mandatory field
Non-Integrated Data
The following fields are not available to map between the two systems, so need to be maintained in the source system if required.
intelliHR fields
|
Field Name - iHR tab.section.field name |
Field Details |
|
Jobs.Position Arrangements.
|
|
|
Jobs.Position Details.
|
|
|
Jobs.Remuneration Schedule.
|
|
|
Jobs.Reporting.
|
|
* Mandatory field
If an intelliHR custom field is marked as “sensitive,” it won’t be available for field mapping in the integration. For more details on custom fields, refer to this article.
Humanforce WFM fields
|
Field Name - HF WFM tab.section.field name |
Field Details | Additional Suite Integrations |
|
Award Profile Override.Shift Gap.
|
|
|
|
Employment.Employment.
|
|
|
|
Employment.Employment.
|
|
|
|
Employment.Employment.
|
|
|
|
Employment.Employment.
|
|
|
|
Employment.Employment.
|
|
|
|
Employment.Employment.
|
|
|
|
Employment.Employment.
|
|
|
|
Location, Department, Roles.Departments.
|
|
|
|
Location, Department, Roles.Roles and Profiles.
|
|
|
|
Other Info.Emergency Contacts.
|
|
|
|
Other Info.Emergency Info.
|
|
|
|
Other Info.Other Info.
|
|
|
|
Other Info.Other Info.
|
|
|
|
Personal Details.Address.
|
|
WFM→HFPayroll |
|
Personal Details.Contact.
|
|
WFM→HFPayroll |
|
Personal Details.Contact.
|
|
|
|
Personal Details.Diversity.
|
|
|
|
Personal Details.Personal.
|
|
|
|
Qualifications.Qualifications.
|
|