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The sync logs are designed to help you understand issues with HRIS integrations. It gives you visibility of what was and was not changed during the syncs over the last 30 days. If an employee or their information is not syncing as you would expect from your HRIS, then the sync logs can help diagnose why.
Locating the Sync Logs
To view your sync log, head to Settings > Integrations > Sync Logs
The sync logs will display a list of employees from your HRIS and what happened to each employee during a particular sync.
The latest sync is displayed first. However, you can view syncs that happened over the last 30 days.
The sync status provides a summary of what happened to the employee during the sync, and the details give more clarity on the changes. Click on the tab to see a filtered view of each status.
The employee was part of the sync, and their information was synced into Pento.
There are three possible successful scenarios:
Employee created: The employee ID did not exist in Pento previously, so a new employee was created. You can view the employee by clicking the link.
Updated X Fields: The employee ID was matched to an existing employee in Pento, the data was checked, and some information in Pento did not match the HRIS. Therefore the relevant fields in Pento were updated. To view which fields were updated, click the link to view the Employee Activity Log.
No fields updated: The employee ID was matched to an existing employee in Pento, the data was checked, the information in Pento matched the information in the HRIS, and therefore no changes were made.
Skipped means the employee was checked in the HRIS, but they were purposely excluded from the sync.
Excluded by filters: The filters set up in the settings area meant this employee met the exclusion criteria.
Terminated in previous tax year: The employee has a termination date in a previous tax year, and Pento no longer requires their information to be updated.
The employee was not synced due to issues with the data from the HRIS.
Please note: in this scenario, none of the employee data is updated (even the valid data is not synced). The employee is fully excluded from the sync.
Date hired/ Date of birth has an invalid format: Should be dd/mm/yyyy: Pento is not receiving a date in the correct format. If the UI displays a different format, the system will convert the date to the correct format in the back end, so if you see this error and the HRIS is displaying a different format, then this is not the issue.
Top tip: check the correct field is mapped in the Integrations setting (a field with a non-date format may be mapped in error)
Account number has an invalid format. Should contain only numbers: Check if the account number field contains anything other than numbers, look out for special characters and check that the length is no more than eight characters.
[number field name] has an invalid format. Should contain only numbers: Check if the specific number field contains anything other than numbers, and look out for special characters.
Employee doesn’t have employee ID, first name and last name: These are all mandatory pieces of information, and if any of these data points are missing, then the employee will not be synced. Check if these fields are populated in your HRIS and whether the correct field is mapped in the integrations settings.
Internal Error: In this scenario, you have experienced an error we have not encountered before. Please reach out to the support team, and we can help diagnose this.