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Zenegy

This article explains how to set up the integration between Workfeed and Zenegy, import employees, and export hours, supplements, tips, and absence.

Set up the integration

To connect Workfeed with Zenegy

  1. Go to Settings > Integrations > Zenegy.

  2. Click Start integration.

  3. Select Zenegy as the payroll integration.

  4. Log in with your Zenegy login and approve the connection.

  5. Review the user matching and make sure that all employees are either matched with the correct employee in Zenegy or marked as Ignore.

The matching is used to ensure that data is sent to the correct employee in Zenegy.

Remember to review the matching again when you create new employees.

Import or create employees

You can either import existing employees from Zenegy or create new employees in Workfeed and create them in Zenegy at the same time.

Import employees from Zenegy

  1. Open the team list.

  2. Click the blue ➕.

  3. Select Import.

  4. Select your Zenegy account and the employees you want to import.

  5. Choose whether the employees should be invited to Workfeed right away.

Create employees in both systems

When a Zenegy integration is active

  1. Open the team list and click ➕.

  2. Create the employee as usual.

  3. Select Add to Zenegy and choose the relevant Zenegy integration.

The employee is automatically created in Zenegy when they complete their profile in Workfeed.

Send hours to Zenegy

  1. Go to Timetracking.

  2. Select the period you want to export. For example, you can select "Last payroll period".

  3. Review any shifts awaiting approval.

  4. Check that hours, breaks, wages, and supplements are correct.

  5. Click Export....

  6. Select payroll integration and then your Zenegy integration.

  7. Check the user matching and make sure the relevant employees are matched.

  8. Select the relevant settings for department, deductions, tips, and more.

  9. Click Continue to payroll export.

  10. Review the export and click Send to Zenegy.

If you use the time clock and have not approved the employees’ registered times, the planned times will be sent to Zenegy. Once the times have been approved, the approved times will be exported.

Find the hours in Zenegy

Once the hours have been sent

  1. Log in to Zenegy.

  2. Go to Registrations > Hours.

  3. Check that the hours match Workfeed.

  4. Approve the registrations in Zenegy.

The hours are therefore not automatically approved as part of the payroll run when they are sent from Workfeed.

Supplements

If you use supplements in Workfeed, you can specify which payroll type the supplement should be sent to in Zenegy.

The payroll type in Workfeed must exist in Zenegy. As a starting point, the name and rate must be the same in both systems, unless you have allowed the name and/or rate to be overwritten in Zenegy.

After the export, you can find the supplements under Registrations > Supplements and deductions

Check the registrations and then approve them in Zenegy.

Send absence to Zenegy

Absence is exported from the same export flow as payroll

  1. Go to Time registration and select the relevant period.

  2. Click Export....

  3. Select your Zenegy integration.

  4. Check that the employees are correctly matched.

  5. Continue to absence export.

  6. Select the absence you want to export.

  7. Match Workfeed’s absence types with the corresponding absence types in Zenegy.

  8. Click Send to Zenegy.

After the export, you can find the absence in Zenegy under Registrations > Holiday and absence

Check the registrations and approve them in Zenegy.

Backup file for Zenegy

If the direct transfer does not work, or if you want to import data manually, you can download a backup file.

Go to Time registration > Export... > Zenegy > Continue to payroll export > Download the backup file for Zenegy

Avoid opening or editing the CSV file before it is uploaded, as this may change the file format.

To import the file in Zenegy

  1. Go to Apps > Zenegy file import.

  2. Open or install the app.

  3. Select whether you want to import hours or absence.

  4. Upload the backup file.

  5. Review the data before importing it.

Export errors

If the export to Zenegy fails or the data looks incorrect, we recommend that you review the following in this order.

Check the employee matching
Go to Settings > Integrations > Zenegy > Open user matching

Make sure that

  • all relevant employees are matched with the correct employee in Zenegy

  • employees who should not be exported are marked as Ignore

Hours are only exported for relevant matched employees with hourly pay.

Check the employees’ hourly pay

Employees whose hours should be exported must have an hourly wage in Workfeed.

Check the hourly wage under the employee’s profile or under the time registration settings.

Check payroll types on supplements

If the error relates to supplements, the payroll code in Workfeed must exist in Zenegy.

The name and rate must also match between the systems, unless Zenegy has been set up to allow overwriting.

Use the backup file to find the error

If you still cannot export directly, download the backup file and try importing it through Zenegy file import.

During the import, Zenegy will typically show which data is preventing the file from being imported.

For the backup file to be imported correctly, you should be aware of the following

  • The employee must have a CPR number in Workfeed.

  • Payroll codes on supplements must exist in Zenegy.

  • The name and rate on supplements must be the same in both systems, unless overwriting is allowed.

  • The payroll code for regular hours must be set up correctly in Zenegy. If it is not Standard, the corresponding payroll code must be used in the CSV file.

  • The wage rate must match between the systems, unless overwriting is allowed.

If the problem continues after these checks, you can contact Workfeed support and send information about the error as well as the relevant backup file.

FAQ

  1. Which employees have hours sent to Zenegy?
    Hours are sent for matched employees with hourly pay. Employees who are ignored, not matched, missing hourly pay, or created with full-time pay will not have hours sent.

  2. Does the employee need to exist in both Workfeed and Zenegy?
    Yes. The employee must exist in Zenegy and be correctly matched with the employee in Workfeed before data can be sent.

  3. Can I connect multiple Zenegy accounts to the same Workfeed account?
    Yes. You can set up multiple Zenegy integrations and choose which departments and employees should be exported through each integration.

  4. What happens if I do not approve clocked times before export?
    The planned times from the schedule are exported. Once the clocked times have been approved, the approved times are exported instead.

  5. How do I give my bookkeeper access?

    If your bookkeeper needs to check the transfer, we recommend that they have access to both Workfeed and Zenegy. In Workfeed, the bookkeeper can be created as a user and given the necessary administrator permissions.

  6. Which employee information is synchronized?
    The integration supports synchronization of the following information

    • CPR number

    • Address, city, and postal code

    • Email and phone number

    • First name and last name

    • Employment date

    • Seniority date

    • Registration number

    • Account number

    • Tax card

You can also try our interactive guide here to get the full experience of the walkthrough above

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