See how to integrate Workfeed with Salary and understand the benefits.
This is the complete guide to the integration between Salary and Workfeed. The integration itself is super simple, but naturally, some questions may arise when it comes to payroll. You can find answers to all your questions below!
Setting up the Integration
Open Workfeed > Settings > Integrations > Open Payroll Integration.
Then select Salary from the menu on the right.
Enter your Salary key:
Open Salary.
Go to Company > API Keys > click "Add API Key."
Give the key a description, e.g., "Workfeed."
Copy the key and paste it into Workfeed.
Now you need to match employees. The matching happens automatically by comparing email and social security number (CPR) between Workfeed and Salary, but you can also choose to match employees manually.
The matching is only used to keep employee profiles updated in both Workfeed and Salary. For example, if you update the email in Workfeed for a matched employee, the email will also update in Salary.
When sending hours to Salary, the hours are sent based on email and social security number (CPR), regardless of whether the employee is matched or not.
Make sure to keep the integration up to date when you get new employees by going to Settings > Integrations > Salary > Settings > "Match employees again."
The setup is now complete, and you're ready to run payroll.
Automatic Creation of Employees
Make sure the integration is set up correctly as instructed in the steps above.
Open the team list and click the blue "➕" in the top right corner to create a new employee.
Because you are integrated with Salary, you will see a green checkbox "Add to Salary." With this checkbox marked, the employee will automatically be created in Salary as soon as they complete their profile in Workfeed.
Send hours to Salary from Workfeed
In the top left corner of the schedule, switch from "Schedule" to "Time Tracking."
Here, make sure to set the correct period so you send the correct hours to Salary. If you’ve correctly set up your payroll period, select "Last payroll period," but you can set the exact date range you need to send hours for.
Under Settings > Time Tracking > Payroll Period, you can set your payroll period so you can easily select it in the future.
If you use the time clock or allow employees to register their own hours in other ways, any shifts awaiting approval will appear in the button in the top right corner. If you skip approving shifts before sending hours to Salary, the scheduled hours in Workfeed will be sent to Salary. Once you approve the shifts, the approved hours will be sent to Salary.
Review the employees and check that everything looks correct before clicking "Export..." in the top right corner of the time tracking view.
A window will open where you can double-check that everything is in order:
Is the period completed? So you’re not sending hours for shifts that haven’t happened yet.
Have all employees been assigned an hourly wage?
Are there any shifts with changes awaiting approval?
You can still export the hours even if all the rules aren’t followed. For example, if you know that some shifts don’t need approval.
Click "Select payroll integration."
Choose an active Salary integration under "Active payroll integrations" or set up a new Salary integration under "Set up new payroll integration."
After this, you need to ensure that all employees are either "matched" or "ignored" before clicking "💰 Continue to payroll export."
When you have opened the payroll export, you should again ensure that the information is correct for:-
Period
Departments
Roles
You will also be able to see how many shifts are exported and if there are any shifts that are not exported.
Once the export is complete, we will show you a status update on how the transfer went.
How many users had their shifts sent.
How many users did not have their shifts sent. These are employees where Workfeed could not find a matching employee in Salary with the exact same email or social security number (CPR).
Any errors returned by Salary. These are unique errors that Workfeed does not recognize, so it’s recommended to send these error messages to Salary’s support, who can help resolve the issue before you attempt to send the hours again.
You can also "Download the backup file for Salary," which you can send to Salary’s support to help resolve any issues.
Save a Salary CSV Format
It can be really useful to download and upload hours from Workfeed manually. This is done with a CSV format that Salary can read. It’s exactly the same as when you click "Send to Salary," but instead of Workfeed sending the hours directly to Salary, you handle downloading the hours and uploading them into Salary yourself.
Open Time Tracking > "Export..." > "Select Payroll Integration" > "💰Continue to Payroll Integration" > Download the backup file for Salary.
The file will most likely be saved in your downloads on your computer. It is important that you do not open this file, as it could disrupt the format.
Go to Salary > Registrations > "Import from file"
Select "Workfeed CSV file in special Salary format" > Continue to upload
Choose whether you want to "remove non-payroll-processed time registrations before import is saved"
If you process payroll for multiple Workfeed departments and use both the API and CSV file, you should NOT enable this function.
If you are only uploading a file, it is recommended to enable the function to ensure that old, non-payroll-processed data is overwritten.
Finally, click "Upload Workfeed file," review the employees before clicking "Approve."
Error in Export
The integration usually runs smoothly, but sometimes things don’t go as easily as you’d like. Here are a few tips on how you can identify a potential error in your export to Salary:
Make sure everything looks correct in Workfeed. If the allowances, for example, are set up incorrectly in Workfeed, then the hours transferred to Salary will also appear incorrect.
Check that all employees who need their wages sent to Salary have an hourly wage entered in Workfeed. You can easily do this under Settings > Time Tracking > Hourly Wage. You can also do it individually for each employee by opening the Team list > Selecting an employee > Clicking "Edit Profile" > Wage > Hourly Wage.
Check the export status in Workfeed. After you’ve exported hours, we give you a good overview of how the export went, explaining everything.If there are users whose shifts weren’t exported, you can click on them to see exactly which users are affected. This is most likely because we couldn’t find an employee in Salary with the exact same email or social security number (CPR).
Salary can also return unique export error messages. This is often because:
You are trying to transfer more than 24 hours on the same date (e.g., if you accidentally created overlapping shifts).
You are trying to send shifts for an employee whose Salary contract hasn’t started yet.
Do a manual export to Salary using a CSV file. When you upload the CSV file to Salary, it will give you an easy-to-understand error message that can help you update the setup before attempting the export again.
FAQ
How does importing employees from Salary work?
You can import your employees directly from Salary via the team list ➕. In the menu, you can select which employees to import and send them a direct email invitation to Workfeed.
Who will have their hours sent to Salary?
All employees who have a matching email or social security number (CPR) in Salary and who also have an hourly wage in Workfeed. Hours are sent when you click "Send to Salary" under time tracking. We do not send hours for employees who do not have an hourly wage or who are on a full-time salary.
Do I need to create employees in both systems?
Yes, to send hours to Salary, it is important that the same employee also exists in Salary and has a matching email or social security number (CPR). With the integration set up, employees are automatically created in Salary with the correct email and social security number when they are created in Workfeed.
What happens if I don’t approve time clock entries before exporting to Salary?
If you don't approve the time clock entries, the scheduled hours will be sent to Salary instead. For example, if you've just enabled the time clock and not everyone has checked in and out, you can choose to skip the approval and simply send the scheduled hours to Salary.
How do I include my accountant?
When you have an accountant, it’s important that at least one person has access to both systems. It can be difficult to understand the transfer of hours if you can’t see what’s being sent from Workfeed. You can add your accountant just like you would an employee and ensure they are given admin access.
It looks wrong in Salary, what should I do?
There are a few different reasons why the hours may not look exactly as you’d expect. We encourage you to read through this entire article. Otherwise, we point out a few things in the final section of the article that may help.