Humaans integration

Integrate with Humaans to reduce time spent entering employee details for payroll.

Before you begin

Before you integrate with Humaans, you’ll need to generate an API key in Humaans.

1. Log into Hummans as an Admin.
2. Select your name from the left side bar.
3. Select API access tokens.
4. Click Generate new token.
5. Name your access token (e.g. UK Payroll integration).
6. Mark the checkboxes next to View public and private data, View compensations, View documents, and Modify documents.
7. Click Create access token. The access token is now live.
8. Save the access token information somewhere safe as it won’t be visible again.

How to connect to Humaans

1. From the left side bar, navigate to Settings.
2. Under the Integrations heading, select Overview.
3. Click Integrate in the Humaans tile.
4. Enter your access token into the API key field.
5. Click Integrate.

How to configure your Humaans integration

1. Map your UK Payroll fields (shown on the left) to your Humaans fields (shown on the right). You can map any field, including custom fields.

   Note: Select Do not map for the optional fields you do not wish to sync from Humaans, or if any UK Payroll fields are unavailable in Humaans. Additionally, multi-list fields can’t be ampped and won’t appear for selection as each UK Payroll field can only accept one value.

2. Toggle on Pause syncing to update data directly in UK Payroll. If you unpause the sync, the data in Humaans will overwrite the data in UK Payroll.

   Note: If you pause syncing, it won’t affect sending payslips to Humaans on payday.

3. Toggle on Sync employee salaries from Humaans if you want employee salaries to be synced from Humaans to UK Payroll.
4. Toggle on Send additional payslips via Humaans to have payslips uploaded to Humaans in addition to payslips send to the employee email addresses defined in Humaans.
5. Toggle on Include holiday pay in pension calculations if you want termination holiday pay included in pension calculations by default. Don’t toggle this on if holiday pay varies by employee.
6. Toggle on Exclude employees to exclude employees from the Humaans to UK Payroll sync. To learn more, see Exclude employees from an HRIS sync.

   Note: You must set up the filters for excluded employees before saving any initial settings. Otherwise, UK Payroll imports all employees once connected.

FAQs

What does ⚡️ mean?
⚡️ is UK Payroll’s sync indicator. The lightning symbol highlights the fields that are lined to other systems, such as Humaans or HMRC. It’s there to remind you that if you change one of those fields in UK Payroll, it will be overwritten by information from the linked systems when next synced.

If a field doesn’t have an integration option or it’s set to Do not map, there won’t be a sync indicator next to it.

How can I change my Humaans integration settings?
To amend your UK Payroll/Humaans integration settings, navigate to Settings > Integrations > Humaans from the left side bar.

How is employee data synced? Syncing begins when UK Payroll is first connected to Humaans, and then updated every hour, when UK Payroll checks for changes to the mapped fields.

Employee data is synced using the Employee ID, which must be the same in UK Payroll and Humaans. UK Payroll is then populated with the employee data from Humaans for the defined fields in Mapping. Any fields defined as Do not map won’t be synced.

Note: Humaans is the source of truth for employee data. Mapped fields in UK Payroll will be overwritten with the Humaans value, even if the field in Humaans is null or empty. Multi-list fields can’t be mapped and won’t appear for selection as UK Payroll fields can only accept one value.

How do I add a new starter?
New employees should be added to Humaans using a unique and previously unused Employee ID. Once you have added them in Humaans, a new employee record will be created for them in UK Payroll as long as the Employee ID is not present on any record in UK Payroll. For more information, see Add a new hire.

What if an employee’s data is not syncing?
If you’ve just updated your employee’s data in Humaans, you may need to wait a short period for it to update. However, if after some time, the data is still not syncing, or if you have paused Humaans syncing, you can pull through an update by syncing individual employees.

1. Navigate to Employees from the left side bar and select the relevant employee.
2. Click Actions > Sync now.

If that still doesn’t work, the information may have been entered incorrectly in Humaans. For more information on ensuring flawless syncs, see Ready your employees for payroll.

Finally, if you are still having trouble syncing employee data, pause syncing and update UK Payroll directly. However, once the sync does work, the information on UK Payroll will be overwritten with Humaans data. Make sure any changes made in UK Payroll are also updated in Humaans.

Why are employees showing as Pending?
You can check an employee’s payroll status by navigating to Employees from the left side bar. Employees will only show as Ready once all the required information has been entered into and synced from Humaans. To ensure you have all of the necessary information in Humaans, see Ready your employees for payroll.

I need to finalize payroll, but some employee data is yet to sync. What should I do?
If you can’t wait for a sync to execute and syncing individual employees isn’t working, you can update UK Payroll directly. However, once the sync is executed, UK Payroll data will be overwritten with Humaans data. If the data is invalid, the UK Payroll fields will update to blank.

Are gender and title mapped from Humaans to Pento?
Due to HMRC requirements, we must report an employee’s gender and title on each Full Payment Submission. HMRC requires the title to match the associated gender norm. Therefore, UK Payroll will sync the gender from Humaans and assume the title.

Does data still sync from Humaans once payroll is confirmed?
No changes can be made if payroll is awaiting approval or confirmation. This means any changes affecting payslip calculations aren’t synced, e.g. salaries. Once payroll has been processed and paid, the sync will be re-enabled and salaries will be backdated as appropriate.

Data that does not affect payslip values will sync regardless of payroll status.

If an employee changes their bank details in Humaans after payroll has been confirmed, will the net pay go to the new bank account?
Payment details are locked in for the transfer one day before your scheduled payday. If the employee’s new bank details sync to UK Payroll before this day, they will get their salary paid into their new bank account.