Humaans: HRIS Integration

Setting up integration in Humaans

If you use Humaans, Pento offers integration using Humaan's API, which helps to reduce time spent entering employee details for payroll.

Generating an API key

To generate an API key, you will need to follow the steps below:

1. Log into Humaans with an admin user
2. Select your name from the left sidebar and choose API access tokens
   
   
3. The following popup will appear. Select Generate new token.
   
4. You will need to name your access token, so you remember what it is for (For example, Pento integration)
5. You will need to select the following checkboxes:
   • View public and private data
   • View compensations
   • View documents
   • Modify documents
     
     
     
6. Once selected, click Create access token.

The access token is now live.

Connecting to Humaans in Pento

To connect to Humaans, you will need to follow the steps below:

1. Navigate to Settings from the left sidebar
2. Under the Integrations heading, select Overview
3. You will see an icon for Humaans; click Integrate
   
   
4. Once selected, the following pop-up will appear:
   
5. Paste your access token into the API key field and select Integrate

You should now be fully connected.

Settings

Once connected, you should be directed to the Integration settings screen, where you will need to set up your settings and map the fields you require between Humaans and Pento.

Pause syncing

Please toggle on Pause syncing if you need to update data directly in Pento and do not want it to be overwritten by the data in Humaans. You can unpause the sync at any point; however, if you do not update the data in Humaans, the values in Pento will be overwritten with the values from Humaans. 

Syncing employee salaries from Humaans

Please toggle on Sync employee salaries from Humaans if you wish your employee's salaries to be synced from Humaans to Pento.

Sending payslips via Humaans

Please toggle on send additional payslips via Humaans if you wish for your employee's payslips to be uploaded to Humaans, as well as via email to the employee email addresses defined in Humaans and Pento.

Termination and Holiday pay pension settings.

Please toggle on include holiday pay in pension calculations if you wish for termination pay & termination holiday pay to be included in pension calculations by default. Do not toggle this option if it varies from employee to employee.

Excluding employees from being synced

To enable this, please refer to our below article

Mapping Fields

You will also see mapping fields similar to the below screenshot. The fields on the left represent the fields on Pento, whilst the fields on the right represent the fields on Humaans. You can map any field from Humaans to Pento, including custom fields. Once mapped, the data will sync from Humaans to Pento. 

Amending your Settings

To amend your settings in Pento, for example, if you want to enable or disable synced fields, amend the payslips and/or termination pay settings etc., you will need to follow the steps below:

1. Navigate to Settings from the left sidebar
2. Under the Integrations heading, select Humaans

How the sync works in Pento

Understanding how the data is synced from Humaans to Pento is helpful to ensure your Employee's details are accurate and up to date.

Syncing is executed when Pento is first connected to Humaans (described above); each time, the integration settings are updated in Pento every hour.

Pento will check for any changes to the mapped fields on employees.

How Employee data is synced

Employee data is synced using the Employee ID, i.e. If there is an employee with the same ID on Pento and Humaans, the employee data in Pento will be populated with the employee data from Humaans for the fields defined in the Mapping settings. Any fields defined as Do not map will not be synced.

New Starters

Any new employees should be added to Humaans using a unique and previously unused Employee ID. Once you have added them to Humaans, as long as the Employee ID is not present on any active or terminated record in Pento, a new employee record will be created for them.

Please refer to our help article How to Add a New Starter to Pento for further guidance. 

Syncing individual employees

If you are connected to Humaans, but an employee's data is not syncing, you can pull through the updates by syncing an individual employee. To do this, you will need to follow the steps below:

1. Navigate to Employees from the left sidebar 
2. Search for the relevant employee
3. To the right of the employee details, select "Actions"
4. Select Sync now

You will also see a timestamp with the last time and date an employee was synced. Once you have triggered Sync, you will see a successful banner and an updated timestamp.

You can also sync individual employees if you have paused syncing in your Humaans settings in Pento.

Sync Indicator ⚡️

The sync indicator highlights which fields are linked to other systems, like your HRIS or HMRC. Basically, it's a heads-up that if you change something in Pento, it'll get updated with the latest info from those other systems the next time Pento syncs up with them.

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.

You can see the indicator in your employees' profile:

In the Salary tab:

And on the payslip:

Frequently Asked Questions

I updated my employee's data in Humaans; why hasn't it synced with Pento?

Syncing is executed every hour, and if you have made changes after a sync has been completed, you may need to wait for it to update. If you cannot wait, you can try and force the sync through by syncing individual employees.

Alternatively, it could be that the information on Humaans was entered in an invalid format for Pento; see further guidance on accepted formatting here. If this still doesn't pull the changes through, you will need to contact support, who will be able to help.

Employees are showing as Pending in the Employees list.

Employees will only show as Ready once all the required information has been synced. Please refer to our help article on How to ready your employees for payroll and ensure the data is entered on Humaans.

I need to finalise my payroll, but some employee data is yet to sync. What should I do?

If you cannot wait for a sync to execute and syncing individual employees has not worked, you can update Pento directly. However, once the sync has been completed, the information on Pento will be overwritten with the data from Humaans; if it is invalid, it will update the fields in Pento to blank.

Alternatively, you can pause syncing in your integration settings, update Pento directly and unpause the sync once the payroll has been submitted. You will need to make sure any changes you made to Pento are updated in your HRIS if you require them to be synced. 

I updated Pento, but not Humaans

As Humaans is the source of truth for Pento, you will need to ensure any changes you make on Pento are the same in Humaans. Otherwise, the values in Pento will be overwritten with the values in Humaans if the value of these fields in Humaans is null or empty; this will overwrite any values you add directly to Pento.

Are Title and Gender mapped from Humaans to Pento?

Due to HMRC requirements, we must report an employee's Gender and Title on the FPS each month. Currently, HMRC requires the title to match the gender normative associated with a title. Therefore, Pento syncs the Gender from Humaans and assumes its Title. 

Once I have confirmed Payroll, does the information still sync from my HRIS?

No further changes can be made if a payroll is awaiting approval or confirmation. This means any changes affecting the payslip calculations are not synced, e.g. salaries. Once the payroll has been processed and paid, the sync will be ren-enabled and salaries backdated as appropriate. Data that does not affect the payslip values, e.g. bank details, will continue to be synced regardless of the payroll status.

If an employee changes bank details in the HRIS after the payroll has been confirmed, will the net pay go to the new bank account?

The payment details are locked in for the transfer one day before your scheduled payday. If the employee's new bank details sync to Pento before this day, they will get their salary paid into their new bank account.