This is the complete guide to the integration between Dataløn and Workfeed.
The integration itself is super simple, but naturally, some questions may arise when it comes to payroll processing. You can find answers to all your questions below!
Contents:
Setting up the integration
Sending hours to Dataløn from Workfeed
Finding sent hours in Dataløn
Export errors
FAQ
Setting Up the Integration
Ensure all your employees are created in Dataløn
Open Workfeed > Settings > Integrations > Open Payroll Integrations
Select Visma Dataløn
Enter your Dataløn key
Log in to Dataløn
Go to "Settings" > "Integration with other systems"
Find Workfeed in the list under "Time Tracking Systems" and click "Manage"
Copy the key and paste it into Workfeed
You now need to match employees. The matching process happens automatically by comparing names between Workfeed and Dataløn, but you also have the option to match them manually.
It is important to review all users and ensure they are either matched or ignored. This is necessary to send hours to the correct employees in Dataløn.
Hours will be sent for all hourly-paid employees.
Ignored users, full-time salaried employees, and users without an hourly wage will not have hours sent.
Make sure to keep the integration updated when you add new employees by going to:
Settings > Integrations > Dataløn > Settings > "Match Employees Again".
The setup is now complete, and you're ready to process payroll!
Send Hours to Dataløn from Workfeed
In the top left corner of the schedule, switch from "Schedule" to "Time Tracking".
Inside this view, make sure to set the correct period so that you send the correct hours to Dataløn.
If your pay period is set correctly, select "Last Pay Period", but you can choose any date range you need to send hours for.
Under Settings > Time Tracking > Pay Period, you can configure your pay period so you can easily select it in the future.
If you use the time clock system or allow employees to register their own hours in other ways, all shifts awaiting approval will appear in the button in the top right corner.
If you do not approve shifts before sending hours to Dataløn, the scheduled hours in Workfeed will be sent.
Once you approve shifts, the approved hours will be sent to Dataløn.
Review employees and check that everything looks correct before clicking "Export..." in the top right corner of the time tracking page.
A window will now open where you can double-check that everything is in order:
Is the period completed? – To ensure you don’t send hours for shifts that haven’t taken place yet.
Has everyone been assigned an hourly wage?
Are there any unmatched employees?
Are there any shifts with pending changes awaiting approval?
You can still export the hours even if not all rules are met. For example, if you know that some shifts don’t require approval.
Click "Send to Dataløn" and wait a moment.
Find the Sent Hours in Dataløn
After sending hours from Workfeed to Dataløn, log in to Dataløn and follow these steps:
Go to "Payroll Reporting" > "New Payroll" > "Import" > "Workfeed".
Select the period you sent hours for from Workfeed.
Click "Load Registration".
Export Errors
The integration usually runs smoothly, but sometimes things don’t go as planned. Here are a few tips on how to troubleshoot errors in your export to Dataløn.
Check Everything in Workfeed.
Make sure everything looks correct in Workfeed. If supplements are set up incorrectly in Workfeed, the transferred hours to Dataløn will also be incorrect.
Match Employees Correctly
Go to Settings > Integrations > Dataløn > Settings > "Match Employees Again".
Ensure that all employees are correctly matched to the corresponding employee in Dataløn. Select "Ignore" for employees who should not receive payroll exports, such as full-time employees and administrators in Workfeed.
Check Hourly Wages
Verify that all employees who should receive payroll in Dataløn have an hourly wage entered in Workfeed. You can check this under Settings > Time Tracking > Hourly Wage. Alternatively, you can edit individual employees via Team List > Select Employee > "Edit Profile" > Salary > Hourly Wage.
FAQ
How does employee import from Dataløn work?
Open the Team List. Click the blue "+" in the top right corner to add new users.Select the "Import" tab. If you are already integrated with Dataløn, allow the system to load. You will then be able to import new or existing employees from Dataløn.
Who will have hours sent to Dataløn?
All matched employees with an hourly wage will be included when you click "Send to Dataløn".
Hours will not be sent for employees who:
Are unmatched
Have been ignored
Do not have an hourly wage
Are on a full-time salary
Do I need to create employees in both systems?
Yes, to send hours to Dataløn, the same employee must also exist in Dataløn.
With the integration set up, you can continuously import employees from Dataløn.
What happens if I don’t approve clock-in times before exporting to Dataløn?
If you do not approve clock-in times, the scheduled hours will be sent to Dataløn. For example, if you just enabled the clock-in system and some employees have not yet checked in or out, you can choose to skip approval and simply send the scheduled hours to Dataløn.
How do I include my accountant?
If you have an accountant, it’s important that at least one person has access to both Workfeed and Dataløn. It can be difficult to track the transfer of hours without being able to see what is being sent from Workfeed. You can add your accountant just like any other employee and ensure they have administrator access.