PeopleHR integration

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

Before you begin

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

1. Log into PeopleHR.
2. Navigate to Settings > API Credentials.
3. Click + Generate a new API key.
4. Fill in the Key Name.
5. In the Application table, click on each row and select all of the permissions.
6. Click Save.

How to connect to PeopleHR

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

How to configure your PeopleHR integration

1. Map your UK Payroll fields (shown on the left) to your PeopleHR 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 PeopleHR, or if any UK Payroll fields are unavailable in PeopleHR. 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 PeopleHR will overwrite the data in UK Payroll.

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

3. 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.
4. Toggle on Send additional payslips via PeopleHR to have payslips uploaded to PeopleHR in addition to payslips send to the employee email addresses defined in PeopleHR.
5. Toggle on Sync employee salaries from PeopleHR if you want employee salaries to be synced from PeopleHR to UK Payroll.
6. Toggle on Exclude employees to exclude employees from the PeopleHR 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 PeopleHR 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 PeopleHR integration settings?
To amend your UK Payroll/PeopleHR integration settings, navigate to Settings > Integrations > PeopleHR from the left side bar.

How is employee data synced?
Syncing begins when UK Payroll is first connected to PeopleHR, 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 PeopleHR. UK Payroll is then populated with the employee data from PeopleHR for the defined fields in Mapping. Any fields defined as Do not map won’t be synced.

Note: PeopleHR is the source of truth for employee data. Mapped fields in UK Payroll will be overwritten with the PeopleHR value, even if the field in PeopleHR 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 PeopleHR using a unique and previously unused Employee ID. Once you have added them in PeopleHR, 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 PeopleHR, 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 PeopleHR 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 PeopleHR. 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 PeopleHR data. Make sure any changes made in UK Payroll are also updated in PeopleHR.

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 PeopleHR. To ensure you have all of the necessary information in PeopleHR, 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 PeopleHR data. If the data is invalid, the UK Payroll fields will update to blank.

Are gender and title mapped from PeopleHR to UK Payroll?
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 PeopleHR and assume the title.

Does data still sync from PeopleHR 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.

UK Payroll hasn’t synced with PeopleHR for a few days, even though I haven’t paused the sync.
This can happen if you have multiple plugins in PeopleHR or 2 UK Payroll integration. PeopleHR has a rate limit, which can be increased if you contact PeopleHR support.

If an employee changes their bank details in PeopleHR 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.