This is the complete guide to the integration between Zenegy and Workfeed. The integration itself is super simple, but naturally, some questions arise when it comes to payroll processing. You can find answers to all your questions below!
1. Setting up the Integration
Make sure all your employees are created in Zenegy.
Open Workfeed > Settings > Integrations > Zenegy > click "Start integration."
Then, open Zenegy from the menu on the right.
You will now be asked if you want to connect Workfeed and Zenegy, to which you should respond "Yes, connect."
You will now be asked if you want to connect Workfeed and Zenegy, to which you should respond "Yes, connect."
You will be asked to log in to Zenegy and grant permission for Workfeed to send data to Zenegy. Click on "Grant access."
You will be redirected back to Workfeed, where you need to match employees.
The matching is done automatically by comparing email and name between Workfeed and Zenegy, but you can also manually match them by clicking on "Open user matching."
It’s important to review all users to ensure they either match or are ignored. This is used to send hours to the correct employees in Zenegy. Hours are sent for all hourly-paid employees. Ignored users, full-time salaried employees, and users without hourly wages will not have hours sent.
Make sure to keep the integration updated when you get new employees by going to Settings > Open Integrations > Zenegy > Match employees again.
The setup is now complete, and you’re ready to export payroll and leave data.
2. What Can the Integration Do?
With the Zenegy and Workfeed integration, you can automatically create and import employees as well as export your employees' hours and leave from Workfeed to Zenegy. Additionally, you can automatically create new employees.
Import and Automatic Employee Creation
There are two ways to create employees in Zenegy/Workfeed. If the employees are already created in Zenegy, you can import them into Workfeed. If it’s a new employee, you can create the employee in Workfeed and use the "automatic creation" feature for Zenegy.
Employee Import
Through the team list ➕, you can directly import your employees from Zenegy. You can select which employees to import and send them a direct email invitation to Workfeed.
Automatic Employee Creation
Ensure the integration is set up correctly as instructed in the steps above.
Open the team list and click on the blue "➕" in the upper-right corner to create a new employee.
Since you are integrated with Zenegy, you will see a green checkmark "Add to Zenegy." With this checkmark marked, the employee will be automatically created in Zenegy as soon as they complete their profile in Workfeed.
Sending Hours to Zenegy
In the upper-left corner of the schedule, switch from "Schedule" to "Time Tracking."
Here, make sure to set the correct period so you can send the correct hours to Zenegy. If your payroll period is set correctly, you should select "Last payroll period," but you can set the date range you need to send hours for.
Under Settings > Time Tracking > Payroll Period, you can configure your payroll period to easily select it for future exports.
If you are using the time clock or allowing employees to register their own hours in any other way, all shifts awaiting approval will appear in the upper-right corner. If you do not approve shifts before sending the hours to Zenegy, the planned hours in Workfeed will be sent to Zenegy. Once you approve the shifts, the approved hours will be sent to Zenegy.
Review your employees and make sure everything looks correct before clicking "Export..." in the upper-right corner of time tracking.
A window will open where you can double-check that you’ve covered everything:
Is the period complete? So you don't send hours that haven’t occurred yet.
Have all employees been assigned an hourly wage?
Are there any shifts with pending changes that need to be approved?
You can still export the hours even if not all rules are followed. For example, you know there’s an unmatched employee who shouldn’t have their hours exported.
Once everything looks correct, click "Select payroll integration."
You will now choose an active Zenegy integration or set up a new integration (see how to set up the integration here).
Ensure that all users are matched correctly. If there are unmatched users, you can click on "open user matching" to ensure everything is correct before clicking "💰Continue to payroll export."
Once everything looks correct, select "Send to Zenegy."
Find the Sent Hours in Zenegy
Once you’ve exported the hours from Workfeed, you can find them in Zenegy. They are not placed directly on the payslip in Zenegy; instead, you can review them in Zenegy before the hours are finally loaded.
Log in to Zenegy
Go to "Registrations" > "Hours"
Review the hours and ensure they match those in Workfeed
Click "Approve" on the right side of the screen.Find de sendte timer i Zenegy
Setting Up supplement for Zenegy Integration
If you have set up supplements in Workfeed, you can define which line in Zenegy the supplements should end up on. You do this by entering a wage type on the supplement in Workfeed, which also exists in Zenegy. In this example, the supplements are O1 and O2.
You can create your own wage types and name them as you wish in Zenegy under "My company" > "Supplements and leave" > "Create supplement or leave". If you're unsure which wage types to use, we recommend using the wage type "O (overtime supplement) 1, 2, 3, etc." as you can create an unlimited number of them if needed.
Note: You need to ensure that all wage types are exactly the same in both Workfeed and Zenegy, or alternatively, enable "Name can be overwritten" and "Rate can be overwritten". This ensures that information from Workfeed overrides details in Zenegy.
Find the sent supplements in Zenegy:
Log in to Zenegy.
Go to "Records" > "Supplements and Deductions".
Review the hours and ensure they match with those in Workfeed.
Click "Approve" on the right side of the screen.
Sending leave to Zenegy
In the top left corner of the schedule, switch from "Schedule" to "Time Tracking."
Make sure to set the correct period here, so you send the correct leave to Zenegy. If you've set up your payroll period correctly, choose "Last payroll period," but you can set any date range you need to send leave for.
Under settings > Time Tracking > Payroll Period, you can set your payroll period so that it's easy to select your payroll period in the future.
If you're using the clock-in feature or allowing employees to record their own hours in other ways, all pending shifts will appear in the button in the top right corner. If you don't approve the shifts before sending leave to Zenegy, it will be the scheduled shifts in Workfeed that are sent to Zenegy. When you approve the shifts, it will be the approved shifts that are sent to Zenegy.
Review employees and check that everything looks right before clicking "Export..." in the top right corner of the time tracking screen.
A window will now open, giving you the opportunity to double-check everything:
Is the period completed? So that you don’t send shifts that haven’t happened yet.
Has everyone been assigned an hourly rate?
Are there any shifts with changes pending approval?
You can still export leave even if all the rules aren’t followed. For example, you know there's an employee who hasn’t been matched, but they don’t need their leave exported.
Once everything looks correct, click "Select payroll integration."
You will now choose an active Zenegy integration or set up a new integration (see how to set up the integration here).
Check that all users are matched correctly. If there are users who aren’t matched, click "Open user matching" and ensure they are correct before clicking "🌴Continue to leave export."
Here you need to choose which leave you want to send and match your leave types in Workfeed with the leave types in Zenegy.
Once everything looks correct, choose "Send to Zenegy."
Find leave in Zenegy
Once you’ve exported leave from Workfeed, you’re ready to find it in Zenegy. The leave won’t be directly added to the payslip in Zenegy—you’ll have the opportunity to check that everything looks right in Zenegy before the leave is finalized.
Log in to Zenegy.
Go to "Registrations" > "Vacation and Leave."
Review the leave and ensure it matches what is recorded in Workfeed.
Click "Approve" on the right side of the screen.
3. Save a Zenegy CSV format
It can be really useful to manually download and upload hours from Workfeed. This is done using a CSV format that Zenegy can read. It works exactly the same as when you click "Send to Zenegy," but instead of Workfeed sending the hours directly to Zenegy, you download the hours and upload them into Zenegy yourself.
Open Time Tracking > "Export..." > select an active "Zenegy" integration or set up a new one > "💰Continue to payroll export" > "Download backup file for Zenegy."
The file will most likely be saved in your computer’s downloads. It’s important not to open this file, as it may disrupt the format.
To upload the file in Zenegy, go to "Apps" > "Zenegy file import." If you already have the app, you can go to it directly; if it's your first time using it, you’ll need to download the app.
After that, select whether you want to import hours or leave, find the downloaded file, and upload the data manually.
You will now get an overview of the hours, just like when you send hours directly from Workfeed, before clicking "Import" to add the hours to the payslips.
NOTE: For the CSV export to work, the following conditions must be met:
The employee in Workfeed must have a CPR number.
The pay code for the Workfeed allowance must exist in Zenegy, and the name and rate of the allowance must match exactly unless Zenegy is set to allow name and rate overrides.
The pay code in Zenegy for regular hours must be set as "Standard," otherwise it must be updated in the CSV file. The rate must also match in both systems unless Zenegy is set to allow overrides.
4. Errors in Export
The integration usually runs smoothly, but sometimes things don’t go as planned. Here are a few tips on how to find an error in your export to Zenegy:
Make sure everything looks correct in Workfeed. If allowances, for example, are set up incorrectly in Workfeed, the hours transferred to Zenegy will also be wrong.
Review the setup in Workfeed again.
Open Settings > Integrations > Open payroll integrations > Zenegy > "Open user matching." Here, ensure all employees are matched to the correct employee in Zenegy. You should also choose "Ignore" for employees who should not have hours sent. This includes all full-time employees and administrators in Workfeed.
Make sure all employees who need to have hours sent to Zenegy have an hourly rate entered in Workfeed. You can easily check this under Settings > Time Tracking > Hourly Rate. You can also do it individually by opening the Team List > Select an employee > Click "Edit Profile" > Salary > Hourly Rate.
Are the pay codes for your Workfeed allowances correct? Check that the pay codes entered on your Workfeed allowances are recognized by Zenegy. The field must either be empty or contain a Zenegy pay code. Above, I provided an example using pay codes O1 and O2.
Do a manual export to Zenegy using a CSV file by clicking "Download backup file for Zenegy."
To upload the file in Zenegy, go to "Apps" > "Zenegy file import." If you already have the app, you can go to it directly; if it's your first time using it, you’ll need to download the app.
After that, select whether you want to import hours or leave, find the downloaded file, and upload the data manually.
FAQ
Who will have hours sent to Zenegy?
All matched employees with an hourly rate will have their hours sent to Zenegy when you click "Send to Zenegy." We don’t send hours for employees who are unmatched, ignored, without an hourly rate, or salaried full-time employees.
Do I need to create employees in both systems?
Yes, in order to send hours to Zenegy, the same employee must also exist in Zenegy and be correctly matched in Workfeed.
Can I send hours from 1 Workfeed account to 2 Zenegy accounts?
Yes, you can set up multiple Zenegy accounts and choose which departments/employees you want to export hours/pay for.
What happens if I don’t approve clock-in times before exporting to Zenegy?
If you don’t approve clock-in times, the planned hours will be sent to Zenegy. For example, if you just enabled the clock-in feature and not everyone has used it, you can choose to skip approval and just send the planned hours to Zenegy.
How do I include my bookkeeper?
When working with a bookkeeper, it’s important that at least one person has access to both systems. It can be difficult to understand the transfer of hours if the bookkeeper can’t see what’s being transferred from Workfeed. You can create your bookkeeper as you would any employee and ensure they have administrator access.
Things look wrong in Zenegy, what should I do?
There are various reasons why hours may not appear exactly as you’d like. We encourage you to read this entire article. Additionally, we offer a few tips at the end of the article to help.