With an integration with your HR or payroll system, employees are added to Epassi automatically and changes are updated daily. That saves manual work and prevents mistakes. Read this article before setting up an integration.
Setting up an integration
See the integration-specific documentation to set up an integration. If you use another HRIS or payroll platform, check whether an SFTP integration is possible. If it isn't, use the Data Management option.
What happens when an integration is activated?
Once an integration is active, Epassi syncs with your HRIS/payroll platform twice a day:
- Night run, 02:00 to 02:45 UTC (03:00 to 03:45 in winter, 04:00 to 04:45 in summer, Dutch time): new employees and changes are processed. No leavers are offboarded in this run.
- Evening run, 20:00 to 20:45 UTC (21:00 to 21:45 in winter, 22:00 to 22:45 in summer, Dutch time): new employees, changes and leavers are processed. A leaving employee therefore keeps access to the app until the evening of their last working day.
Which employee data is synchronized?
When setting up an integration, you can typically control which data is shared with Epassi. At least the following information is required to onboard an employee to the Epassi app:
- First name
- Last name
- Email address (business or private)
- Employment status or contract information for onboarding and offboarding
Optionally, we can retrieve the following data, which may be required depending on the Epassi functionalities you use:
- Birthday
- Work anniversary (original start date)
Auto-assigning budgets to employees
When employees are onboarded through an integration, budgets can be assigned automatically in two ways:
- Assign the same budget to all employees: this is the simplest option, but only works if all employees should receive the same budget. After setting up an integration, you can ask for this feature to be switched on via your Customer Success Manager or manager-support@epassi.nl.
- Assign a specific budget amount per employee: this is a more advanced option, where you add a custom field to your HRIS or payroll platform. See Assigning budget to employees in the Manager Portal.
Important notes on integrations
Monthly budgets are always assigned on the first day of the month. Therefore, please make sure that employees are offboarded per the end of the month. An employee who is offboarded per the 1st of the month will receive a full month of budget which can still be spent that day until the evening run (20:00 UTC).