Workforce.com has built a live integration with Flow Hospitality. The integration works by syncing new employee data and updating employee data once a day. This article will take you through the necessary steps to connect both systems, as well as using 'Platform Objects' to store mandatory information required for the integration.

Before progressing with the integration, please ensure you have the following details from Flow:

Integration:

To create a new integration with Flow, go to Settings > Integrations:

In the top right corner, click on + New Payroll Integration:

Select 'Flow':

Configure Settings

Custom Name: Add an identifiable name

Applies to: Select which Location/Pay Group the integration applies to or, choose 'Everyone'

Company Code: Your unique company code supplied by Flow

Secret: Your unique Secret supplied by Flow

Automatically Export New Staff: Check this box if you would like Workforce.com to automatically export new and updated staff to Flow

Click the green 'Save' button once configuration is complete.

There are several mandatory fields that are required for Flow which will need to be entered in Workforce.com. These are:

Name: Employees first and last name

Default Payroll Team: This will be considered as the employees 'Branch' in Flow

Job Title: This will be considered as the employees 'Job Title' in Flow.

To enter the employees full name, go to Workforce > Staff > Employee > 'Personal' tab:

Enter the employees first and last name and ensure to press the green 'update' button to save the changes.

Please note: If both First and Last name are not provided, the employee will not sync to Flow.

The 'Default Payroll Team' communicates the 'Branch' and 'Department' the Employee will be assigned to in Flow. Workforce.com will send the location of the team as the 'Branch' in Flow and the team as the 'Department'.

To assign the 'Default Payroll Team' for the employee, go to Workforce > Staff > Employee > 'Personal' Tab:

Choose the 'Default Payroll Team' for the employee and ensure to press the green 'update' button to save the changes.

As Workforce.com does not store this information natively, you will be required to create this object through 'Customize'/(Previously 'the Platform). 'Customize' can be under 'Settings' on the blue navigation toolbar:

Platform Objects

To create the object that stores the 'Job Title' information, press the 'Create your first Platform Object ' button (or '+' if you have created objects in the past), from here you will be able to configure the fields for the object. An example of this is displayed below:

Step 3.1:

Name: Job Title

Step 3.2:

Name: Job Title (make sure to capitalize both words)

Visible To: Choose who this field is visible to (typically Admin & Managers)

Type: Text

Editable By: Choose who this field can be edited by (typically Admin & Managers)

Required: Choose whether this field is required

Once the Field has been created, a secondary field will appear in step 1 'Primary Field':

Choose the name of the Custom Field you have just created - (e.g 'Job Title').

Your form should now look like this:

Remember to click 'Create Object' on the bottom right hand corner to save this object.

Once the new Object is saved, you will need to link it to the Employee Profile. To do so, select 'Employee Profile' on the left toolbar:

Go to 'Link Existing Objects as Fields' and complete the form:

Name: Job Title

Visible to: Choose who the field is visible to

Object: Select 'Job Title'

Editable By: Choose who the field is editable by

Press the green 'Add' button and the form will automatically save.

Now you have created your Platform Object, it's time to add your organization's Job Titles!

3.3. Enter 'Job Title' information

After refreshing your page, you will notice a new object under 'Workforce':

This is the Custom Object you created in Step 1. By selecting 'Job Titles', you will now be able to add all of your Job Titles to Workforce.com:

To add a Job Title

Simply click 'Add a new Job Title' or 'New Job Title', which will redirect you to enter the information:

Don't forget to select 'Create Job Title' after entering each title individually. All 'Job Titles' will display in a list similar to the below:

3.4. Assigning Job Titles to Employees

Once the Job Titles have been created, you will now need to assign the relevant title to the individual employee. To do so, go to Workforce > Staff > Employee > 'Additional' tab:

Choose the employee's job title from the 'Job Title' drop-down:

What information does Workforce.com sync to Flow?

Workforce.com will sync the following information for employees:

Note: Staff will not be exported unless they have all of the required fields on their staff profile.

How often does the sync between Workforce.com and Flow occur?

The sync will occur once per day at 3 AM GMT time.

If I change a job title in Workforce.com, will this sync to Flow?

Yes, all updates made to employees will be synced to Flow.

How do I deactivate an employee?

To deactivate an Employee in Workforce and Flow, simply enter the employee's 'Employment End Date' on their staff profile (under the 'Payroll Tab') and deactivate the employee.

Employment End Date:

Deactivate Employee:

Setting the Employment End Date and Deactivating the Employee in Workforce.com will trigger a deactivation in Flow.