This is the complete guide to the Danløn-Workfeed integration. The integration itself is straightforward, but naturally some questions arise along the way when it comes to paying wages. You can find answers to all your questions below!

Setting up the integration

Make sure all your employees have been created in Danløn.
Open 'Settings' ⚙️, then 'Integrations' 🖇️ and scroll down to 'Open payroll integrations'.

Then open Danløn in the menu on the right.

You will now be asked if you want to connect Workfeed and Danløn. Click 'Yes, connect'.
You will now be asked to log in to Danløn and grant permission for Workfeed to send data to Danløn.
After that, you will be taken back to Workfeed, where you need to match employees. The matching happens automatically by comparing email and name between Workfeed and Danløn, but you can also choose to match them manually.

Note: Review all users and ensure they are either matched or ignored, as this determines how hours are assigned to the correct employees in Danløn. Hours are sent to all hourly-paid employees. Hours for ignored users, salaried employees, and users without an hourly wage will not be sent.
Make sure to keep the integration up to date when you hire new employees by going to the integration you set up originally (see point 2). Then click 'Match users' again.
The setup is now complete, and you are ready to run payroll.

Send hours from Workfeed to Danløn

To send hours to Danløn, click 'Schedule' 📅 in the top left corner of the schedule and then select 'Time tracking' 💰.
In time tracking, make sure to set the correct period so the correct hours are sent to Danløn. If you have set your payroll period correctly, you should select 'Last payroll period', but you can set whatever date range you need to send hours for.

Note: Go to 'Settings' ⚙️ > 'Time tracking' 💰 > 'Pay period' to set your pay period, so you can easily select it in the future.
If you use the time clock or otherwise allow employees to register their own hours, all shifts that are pending approval will appear in the blue button in the top right corner. If you do not approve shifts before sending hours to Danløn, the scheduled hours in Workfeed will be sent to Danløn. When you approve the shifts, the approved hours will be sent to Danløn.
Review the employees' hours and check that everything looks correct before clicking 'Export...' in the top right corner.
A window will now open, where you have the opportunity to double-check that you have taken everything into account:
1. Has the period ended? So you do not send hours that have not been worked yet.
2. Are all employees matched?
3. Are there any shifts with changes pending approval?
Note: You can still export the hours even if not all rules are met. For example, if you know there is an employee who is missing a match, but whose hours also should not be exported.
When everything looks correct, click 'Choose payroll integration'.
After that, you need to choose an active Danløn integration or set up a new integration (follow the steps in 'Setting up the integration').
You choose which paycode the base wage should be assigned to. If you have no preference, we recommend using T4.
Check that all users are matched correctly. If there are users who are not matched, you can click 'Open user matching' and make sure they are set correctly before clicking '💰Continue to payroll export'.
When everything looks correct, select 'Send to Danløn'.

Find the exported hours in Danløn

After you have exported the hours from Workfeed, you are ready to find them in Danløn. The hours are not added directly to the payslip in Danløn. Instead, you have the opportunity to check whether everything looks correct in Danløn before the hours are imported permanently. Here is how to do it:

Log in to your Danløn account.
Go to 'Payroll' and click 'Import from integration'.
Review the hours to make sure they match the hours from Workfeed.
Click 'Import' at the bottom of the screen.

Explanation of the format in Danløn

By default, all hours for an employee are sent to 2 lines in Danløn:

All hours with the regular hourly wage are placed on T4.
All different pay supplements are added together as one total and placed on T5.

You cannot change where the regular hourly wage ends up. It is therefore important that T4 is available in Danløn. However, you can choose exactly where the different supplements should be placed in Danløn. This is especially useful if you have several different supplements, as it makes it easy for the employee to see how much they have received for each supplement on their payslip.

(We recommend making sure that T4 in Danløn is available for the transfer of hours, but there is a workaround for sending the hourly wage to a different line in Danløn if you continue to our FAQ at the bottom.)

Setting up supplements for the Danløn integration

If you have set up supplements in Workfeed, you can define which line in Danløn the supplement should be placed on. This is done by entering the payroll type for the supplement in Workfeed, which can also be found in Danløn. Read more about supplements here.

You can create your own paycodes and name them however you like in Danløn under 'Company' > 'Text customizations'. If you are unsure which paycodes you should use, we recommend using the paycodes 'Overtime supplement 1, 2, 3' and so on, as you can create as many as you need.

Note: If you do not specify a paycode, the supplements will be grouped under T5.

Danløn explains how their payroll codes work on this page.

Example of a transfer with hourly wage and supplements

You have 2 supplements in Workfeed: an evening supplement that applies after 18:00, and an overtime supplement that applies to shifts longer than 8 hours. You want the 2 types of supplements to be placed on 2 different lines in Danløn:

Open Settings ⚙️ > Time tracking 💰 > Supplements > Select your 'Evening supplement'.

Expand 'Add' and scroll down to 'Paycode (For payroll integration)'.
Enter 'O1', which refers to Danløn's overtime supplement 1.
Do the same for the overtime supplement and enter 'O2', which refers to Danløn's overtime supplement 2.

To make it look correct on the payslip, rename Danløn's overtime supplements 1 and 2.

Open Danløn > 'Company' > 'Text customizations'.
Rename overtime supplement 1 to 'Evening supplement' instead.
Rename overtime supplement 2 to 'Overtime after 8 hours' instead.

You are now ready to export hours to Danløn. Let’s look at an example with the employee Johanne Trier, who has 2 shifts in the period:

Shift 1: 10 hours with a 30-minute break, giving her 1.5 hours of overtime supplement.
Shift 2: 8 hours with a 30-minute break with 2 hours of evening supplement.

A total of 17 hours have been worked, with 1.5 hours of overtime supplement and 2 hours of evening supplement.

Now go to 'Time tracking', then click 'Export...' and finally 'Send to Danløn'.
After the export, open Danløn > Payroll > 'Import from integration'.
You can now see the hourly wage and the 2 supplements distributed across 3 lines in Danløn. When everything looks correct, click 'Import' at the bottom so the payroll is ready to be processed.

Add deductions before export

Before you export data to Danløn, you can enable deductions per shift. The field can be used for all types of deductions, for example, meal deductions. You do this by clicking 'Deductions per shift' in the payroll integration and then entering the rate and paycode.

Save in Danløn CSV format

It's possible to manually download and upload hours from Workfeed in a CSV format that Danløn can read. It works the same way as when you click 'Send to Danløn'. But instead of Workfeed sending the hours directly to Danløn, you handle downloading the hours and uploading them to Danløn yourself. Here is how you do it:

Open 'Time tracking' and click 'Export...'
Select an active Danløn integration or set up a new one
Select '💰Continue to payroll export'
Finally, click 'Download the backup file for Danløn'

Note: The file will most likely be saved in your Downloads folder on your computer. By default, it is important that you do not open this file, as this may disrupt the format.

After that, log in to your Danløn account.
Go to 'Payroll' and select 'Import from file'.
Click 'Choose file' and select the file.
Finally, click 'Import' at the bottom.

You will now see an overview of the hours, just as when you send the hours directly from Workfeed, before you can finally click 'Import' to add the hours to the payslips.

Errors during export

The integration usually works without any issues, but sometimes things do not go quite as smoothly as you would like. Here are a few tips on how to identify an error in your export to Danløn.

Make sure everything looks correct in Workfeed. If, for example, the supplements are set up incorrectly in Workfeed, the transferred hours in Danløn will also be incorrect.
Review the setup in Workfeed again:
1. Open user matching in the Danløn integration (follow the explanation in 'Setting up the integration'). Here, make sure that all employees are matched to the correct employee in Danløn. You should also select 'Ignore' next to the employees whose payroll should not be sent. This includes, for example, all full-time employees in Workfeed.
2. Check that all employees whose payroll should be sent to Danløn have an hourly wage entered in Workfeed. You can check this for each employee by opening their profile in the team list, clicking 'Edit profile', and scrolling down to the 'Pay' field.
3. Are the paycodes on your Workfeed supplements correct? Check that the paycodes entered for your Workfeed supplements are paycodes that Danløn understands. The field must either be left empty or contain a Danløn paycode. Further up, there is an example using the paycodes O1 and O2.
Make a manual export to Danløn using a CSV file. When you upload the CSV file to Danløn, Danløn will give you an easy-to-understand error message, for example that the paycode does not exist or that the CVR number is incorrect. You can use this information to make corrections in Workfeed before transferring the hours again.
Check that the paycodes on your supplements in Workfeed are set up correctly (follow the explanation in 'Example of a transfer with hourly wage and supplements').

FAQ

How does importing employees from Danløn work?
You can import your employees directly from Danløn through the team list ➕. In the menu, you can choose which employees to import and send them a direct email invitation to Workfeed.
Who are the hours sent to Danløn for?
Hours for all matched employees with an hourly wage are sent to Danløn when you click 'Send to Danløn'. We do not send hours for employees who are missing a match, have been ignored, do not have an hourly wage, or have a monthly salary.
Do I need to create employees in both systems?
Yes, you need to have employees created in both systems. To send hours to Danløn, it's important that the same employee also exists in Danløn and is matched correctly in Workfeed.
Can I send hours from one Workfeed account to two Danløn accounts?
Yes, it is possible to set up multiple Danløn accounts and choose which departments/employees you want to export hours/payroll for.
Can I change the hourly wage to a payroll code other than T4?
Unfortunately, you cannot change the payroll code for the hourly wage directly in Workfeed. Instead, you can download a CSV file in time tracking. In this file, you can change all fields with the payroll type T4 to whichever payroll type you want, for example T1. Make sure to save the file in the correct CSV format again before uploading it to Danløn under 'Payroll' > 'Import from file'.
Can I add deductions in the integration?
Yes, you can add deductions in the Danløn integration. Here, you select 'Deductions per shift' before export, where you enter the rate and paycode. This can, for example, be used for meal deductions.
What happens if I do not approve time clock entries before exporting to Danløn?
If you do not approve your time clock entries, the scheduled hours will be sent to Danløn instead. For example, if you have just enabled the time clock and not everyone has started using it yet, you can skip the approval and just send the scheduled hours to Danløn.
How do I include my bookkeeper?
If you have a bookkeeper, it's important that at least one person has access to both systems. It can be difficult to understand the hours transfer if you cannot see what is being transferred in Workfeed. You can create your bookkeeper just like you would create an employee, and make sure to give them administrator access.
It looks incorrect in Danløn. What should I do?
There may be several reasons why the hours do not look exactly the way you want them to.

One possibility is that there is likely older data in Danløn that has not been processed in payroll. If you open Danløn and select 'Import from integration', you should set a very wide date range (it may be several years). After that, the data that is just sitting there should be deleted, so you do not run into the same error in the future.

We also encourage you to read this entire article. Otherwise, we point out a few things in the last section of the article that may help.