By activating the integration between Eitje and Employes, you will benefit in two ways:
All personal information and contract information from your team members will automatically be loaded from Employes into Eitje.
Worked hours, meals, and allowances can be exported from Eitje to Employes.
Activate integration
If you already have team members in your Eitje account, it's important to check whether their email addresses in Eitje are the same as in Employes. If not, they won't be recognised and you will get duplicate profiles. Try to prevent that.
To connect your Employes account to Eitje, you only need to enter the API token from Employes. You can do this by navigating to 'Data' in the main menu on top, then go to 'Integrations'. Find Employes, and click 'Add'.
In the window that opens, enter the 'token':
The 'token' comes from Employes. This manual explains how to request it if needed: https://support.employes.nl/nl/articles/6472212-token-genereren-voor-gebruik-van-api
After entering the token, the integration is activated and you can immediately start synchronising your team members' data.
💡 Tip: On top of your Eitje screen, you find 'Notifications'. Here you can find any notifications from Employes from now on. Learn more about notifications.
Integration settings (configure)
Employes is now showing as an active integration. However, you still need to check some settings. Use the button with the three dots, and choose 'Configure'. There are two settings.
In the first setting 'Venues' you decide which venue from your Employes account you connect with the venue in Eitje.
If you work with multiple venues in Eitje, this is where you set up the integration for each venue.
The Eitje venue will show as in the image below, in grey. Use the drop-down menu to select the venue coming from your Employes administration. Make sure they match.
If anything comes from Employes that you do not wish to use or connect, the mark it as 'Inactive' in the last option. Do not leave anything unticked.
Now continue with the next setting 'Wage and hour codes'. If you want to be able to export allowances or meals, you need to select a code. These codes also come from Employes. If they do not appear, it means they first need to be activated in Employes.
💡 Tip: if you do not know which codes to use, it's best to ask your accountant or the person responsible for the payroll administration.
Sync team members
After activating the integration, the first synchronisation will take place to retrieve your team members from Employes. They will appear on the 'Team' page in Eitje. It could be necessary to refresh the page in your browser.
Every night around 23:00 another synchronisation will take place to keep the information in Eitje updated. If needed, you can also activate a synchronisation manually:
On the 'Team' page: Use the 'Tools' button in the upper right corner and choose 'Sync Employes'.
Navigate to 'Data', go to 'Integrations', and click on the three dots for the Employes integration. Here, you'll find the option 'Sync team members'.
How does the synchronisation work?
We import team members into Eitje if they have an active contract in Employes and an email address. During the first synchronisation, a match will be made on the email address. If a match is found, the profile in Eitje will get an Employes ID. If no match was found, a new profile will be created in Eitje, which will also get an Employes ID.
Every new synchronisation will ignore the email address and use the ID instead.
In a team member's profile you can find the Employes ID by opening the profile. Click 'All details' and choose 'Other'.
⚠️ Note: Does a team member have a duplicate profile after synchronisation? This is most likely because the the team member has a different email address in Employes. Click here to learn how to fix that.
➡️ It's also important to know that Employes is leading regarding contract information. Any changes should always be made in Employes, not in Eitje. If anything is changed to the contract in Eitje, it will be overwritten with the information from Employes during the next synchronisation.
End employment of team members
➡️ Both in Employes and in Eitje
If you want to end the employment of team members, it is important that you do it both in Employes and in Eitje. You first end the employment in Employes, then in Eitje.
If you'd only mark the profile as in active in Eitje, their profile will be activated again by Employes with every synchronisation. If you'd only end the employment in Employes, then the team member will remain active in Eitje. So, do not forget to do it in both systems.
⚠️ Note: A contract that has ended is not the same as end of employment.
Export data to Employes
Exporting the worked hours can only be done for those on a flex contract (zero hour contract). The following information can be exported to Employes:
What do we export? | Flex contract | Fixed-hours contract |
Worked hours | ✅ |
|
Meals | ✅ | ✅ |
Allowances | ✅ |
|
Exporting data to Employes can be done on the 'Hours' page. Use the 'Tools' button in the top right corner and choose 'Export to Employes'. Make sure you select the data you wish to export.
⚠️ Note: Eitje will only export approved hours, and only for team member with an active contract on the day the shift took place. Always check if the hours are approved before exporting to Employes. If ever needed, you can export the same period again, as long as payroll hasn't been run.
Are you doing a second export?
Please keep in mind that you will need to export all data again. It is not possible to export only 'Allowances' to add the missing allowances to Employes. Hours and other data must also be re-exported.
As soon as the worked hours have been exported to Employes, this will show in Eitje in the time registration as 'Exported':
On the page 'Hours as a table' there is a specific column available:
