The Eploy Zellis ZIP API Integration allows you automate the transfer of hire data between Eploy and Zellis HCM.
Features
Transfer New Hire data from Eploy to Zellis HCM, creating an Employee record (for external hires) and/or creating a Post Holding record (for both external hires and internal transfers).
Transfer of Additional Worker and Worker Post information from Eploy, building a full record within Zellis HCM. This can include numerous Zellis record types including User Defined Fields and Pay Elements (see What data can be transferred from Eploy to Zellis? below).
Transfer of Document Files, such as the Offer Letter/Contract generated within Eploy for employees who have completed the Eploy Onboarding/Pre-boarding stages, or other document files that may be collected during the recruitment process.
Synchronisation of active Posts from Zellis HCM to Eploy Job Openings, which can be selected during the recruitment process to identify the Zellis Post that the employee needs to be hired against.
Automated re-hire/duplicate checking, which can be configured to lookup existing employees based on custom criteria such as National Identifier and/or email address, to determine whether a new Employee record needs to be created or an existing Employee needs to be linked to a new Post.
Automated Leavers synchronisation, allowing the Candidate/Hire record in Eploy to be automatically updated when an Employee is marked as a leaver in Zellis (e.g. to automatically set an End Date in the Eploy Hire record, change the Hire status, update reasons for leaving etc.)
Process Flow
The full process flow of the integration is detailed below.
Zellis Posts will synchronise as Eploy Job Opening records on a continuous basis, meaning that whenever Posts are added or changed in Zellis, they will be updated in Eploy within 10 minutes.
The New Starter Export process can be triggered from any Hire record status, which will be configured according to your requirements.
The Rehire/Duplicate check is automatically triggered at the point of export, so if the employee already exists in Zellis, their existing Employee record will be allocated to the Post, whereas new employees will be created.
The Leavers Synchronisation is triggered automatically whenever an Employee is set as a leaver in Zellis HCM.
Activating the Eploy Zellis ZIP API Integration
Project pre-requisites
In order to embark on the implementation of the Eploy Zellis ZIP API Integration, you need to have:
A configured live Zellis HCM system with the ZIP API activated (contact your Zellis representative for more info).
A Zellis Test environment, also with the ZIP API activated.
If you plan to use the 'Leavers Synchronisation' functionality, you will also need to have configured the Notification Hub and provided the Subscription URL and HMAC Key.
Eploy will need the necessary details to connect to both your test and live instances of Zellis via the API. These details include the following:
ZIP API Connection details needed for setting up the general integration, including Posts Synchronization, New Starter Export and Rehire Check:
Your Customer Code (e.g. “aaaa” – this is usually a 4 character code that makes up part of the URL for every API call. For the test environment it would have the word “test” after, e.g. “aaaatest”)
Tenant ID (e.g. “00a0000a-000a-00aa-a00a-00a00a000000” – this will be the same for test and live)
ClientID (e.g. “0a0aa000-0000-0a00-aa00-a00aaaaa0a00” – this is different for test and live)
ClientSecret (e.g. “AaA0A~AAAaAAAAAaaAAaaaaa0AaaAAaAaaaaaaaaa” – this is different for test and live)
Scope (e.g. “api://0000aaa0-a00a-000a-0000-00a0000aa0a0/.default” – this is different for test and live)
Subscription Key (e.g. “00aa0a000a000000a00000aa0000000a” – this is different for test and live)
(note: you will need a login to the Zellis Knowledge Base to access this link)
⚠️ IMPORTANT:
Ensure when setting up your ZIP API connection you have only ONE “Service-To-Service” (S2S) connection (you may already have this set up if you are already using the Zellis Intelligence Platform for another purpose).
You need a separate “User-To-Service” (U2S) connection for Eploy (you may have one or more U2S connections for different uses).
Eploy will need a working ZIP API connection to your Zellis testing and live environments before starting a project, so provision will need to be made in terms of completing this in line with your intended go live for Eploy.
Notification Hub details needed for setting up the Leavers Synchronization:
Subscription URL (e.g. "https://customernametest.hcm.zellis.com/notificationhub/v1/subscription" for Test and "https://customername.hcm.zellis.com/notificationhub/v1/subscription" for Live)
Security Token/ “HMAC Key” (e.g. "aA0AaaaaaaAAa0AAaaaAAaAA" – this is different for test and live)
(note: you will need a login to the Zellis Knowledge Base to access this link)
Project initiation and timescales
Your Eploy Sales Representative or Account Manager will conduct a scoping exercise to establish the scope of the project prior to the signing of an order form.
Once the scope has been signed off, the project has been commissioned, and Eploy have been provided your ZIP API Connection Details (and a successful connection to the API has been verified), you will be allocated a project start date.
Your Implementation Manager will review the scope as part of the project initiation.
From the Project Start Date, projects typically take between 12-15 weeks to complete, based on the following phases. Each phase typically lasts for 3 weeks.
Integration Specification Template
As part of your project, an integration specification template will be shared by Eploy specifically for your integration. This will be shared online for collaborative completion, as some parts of the document need to be completed by the customer and others by Eploy.
📌 Note: Your Zellis representative will be on hand throughout the project to offer help with any issues or queries regarding the Zellis interface.
Phase 1 - Customer Readiness
This is where we will discuss the data you need to transfer as part of the export, the settings for rehire/duplicate check and leavers sync, file types you need to transfer etc. A full specification will be created in preparation for the build. Some requirements may require changes in your Eploy system, so these will be discussed and documented too.
Phase 2 - Project Start (Eploy Build and Configuration)
Any necessary Eploy system changes will be made and the integration will be configured by Eploy based on your specification. If you are an existing Eploy customer, a demo/sandbox system will be created for you to use during testing.
Phase 3 - Customer Testing
This is where we will ask you to thoroughly test your integration in conjunction with your Eploy processes if these have changed. Any change requirements will be documented and your specification updated where necessary.
Phase 4 - Re-work/Re-testing
If there are change requirements, these will be actioned and re-testing will be necessary to ensure that all issues are resolved in preparation for go-live. You will be asked to sign off the integration in order to proceed with go-live.
Go-live and Hypercare
Once you have signed off the integration, we will apply any changes to your live Eploy system. By this point you will need to have provided access details to your live Zellis ZIP API so that we can switch over from the test environment. During the hypercare phase (typically the first three weeks after go-live), Eploy will be on-hand for any issues that may be encountered that were not identified during testing, and tweaks/changes can be made if necessary. After the hypercare period is over, you will be handed over to BAU and will continue to be supported by the Eploy support team if there are any issues or change requirements identified in the future.
What data can be transferred from Eploy to Zellis?
Standard Employee Information (for external hires)
Worker Fields |
Surname |
Forename |
Date of Birth |
Reason for Joining (Current) |
Start Date (Current) |
Gender (M/F) |
Pay Group |
Worker Number |
National Insurance Number |
Known As Forename |
Known As Surname |
Initials |
Title |
Previous Surname |
Other Forenames |
Date of Death |
Reason for Joining (Original) |
Start Date (Original) |
Leave Date |
Reason For Leaving |
Work Telephone Number |
Work Telephone Extension |
Home Telephone Number |
Mobile Telephone Number |
Personal Email |
Business Email |
Pay Group Effective Date |
Linked Address |
Marital Status |
Marital Status Effective Date |
Country Of Birth |
Religion |
Ethnic Origin |
Suspend Worker? |
Republic of Ireland Pension Tracing Number |
Republic of Ireland Employment Number |
Republic of Ireland - Is Director Role? |
Republic of Ireland - Director Type |
Rehire? |
Employee Type |
Notice Period |
Communicate via Home Email? |
Is First Aider? |
Probation Date |
Address Line 1 |
Address Line 2 |
Address Line 3 |
Address Line 4 |
PostCode |
Address Country |
Municipality |
Region |
Country Code |
Standard Post Holding Information (external hires and internal transfers)
WorkerPost Fields |
Is This The Employee's Main Post? |
Post Start Date |
Post End Date |
Post Join Reason |
Post Leave Reason |
Grade |
Grade Start Date |
Grade End Date |
Grade Override Reason |
Grade Override Date |
Grade Override Step |
Grade Reason |
Grade Current Point |
Grade Basic Salary |
Grade Basic Rate |
Grade Currency |
Grade Carry Forward |
Service Condition |
Service Condition Start Date |
Service Condition End Date |
Position Status |
Position Status Start Date |
Position Status End Date |
Work Pattern |
Work Pattern Start Date |
Work Pattern End Date |
Work Pattern Start Day |
Work Pattern No Times Flag |
Work Pattern Reason |
Contract Hours |
Contract Hours Start Date |
Contract Hours End Date |
Contract Hours FTE |
Contract Hours Weeks Per Year |
Contract Hours Per Year |
Location |
Location Start Date |
Location End Date |
Location Reason |
Multi Hours |
Multi Weeks |
Occupancy Type |
Projected End Date |
HESA Flag |
Apprentice Start Date |
Apprentice End Date |
Apprentice NI Flag |
Source Post |
Source Post Start Date |
Copy Post |
Contract Category |
Contract Category Start Date |
Contract Category End Date |
Contract Category Reason |
Assignment Category |
Assignment Category Reason |
Assignment Category Start Date |
Assignment Category End Date |
Additional Employee Information
Relationship Summary (supports multiple instances)
📌 Note: It is not currently possible to send contact information for a Worker Relationship record (e.g. phone numbers, email and address). If this information is required, it will either need to be entered manually in Zellis after the other Worker Relationship information has transferred via the API, or the Worker Relationship information will need to be imported to Zellis via another means).
📌 Note: It is possible to transfer multiple Worker Relationship records per employee. Typically, we would allow for 1-2 Relationship records per employee. If your requirements exceed this, please raise this with your Sales or Account Manager during scoping.
WorkerRelationships Fields |
Relationship Type |
Relation Surname |
Relation Worker ID |
Worker Relationship ID |
Is Partner? |
Is Emergency Contact Restricted? |
Relationship Detail |
Relation Birth Name |
Relation Title |
Relation First Forename |
Relation Other Forenames |
Relation Previous Surname |
Relation Known As Forename |
Relation Known As Surname |
Relation Gender |
Relation Birth Date |
Relation Death Date |
Relation Country Of Birth |
Relation Nationality Citizenship |
Relation National Insurance Number |
Basic Pay/Financial Institution (Bank Details)
WorkerBank Fields |
Bank Account No |
Bank Account Name |
Bank Account Type |
Bank Account Roll Number |
Bank Account IBAN |
Tax/P45/P46 Details
WorkerTaxHistory Fields |
Tax Effective Date |
Tax Code Source |
Tax Code |
Tax Basis |
Tax Letter |
Tax Credit |
Tax Cut Off |
Tax Year |
Tax Exempt |
Tax Emergency |
Tax Exclusion Order Effective Date |
Tax Code P45 Detail/Previous Pay |
Tax Code P45 Detail/Previous Tax |
Tax Code P45 Detail/P45 Leave Date |
Tax Code P45 Detail/P45 Leave Year |
Tax Code P45 Detail/P45 Leave Period |
Tax Code P45 Detail/P45 Leave Frequency |
Tax Code P45 Detail/P46 Statement Class |
Tax Code P45 Detail/P45 Tax Code |
Tax Code P45 Detail/P45 Tax Basis |
Tax Code P45 Detail/P45 PAYE Office |
Tax Code P45 Detail/P45 PAYE Reference |
Tax Code P45 Detail/P45 Earlier Year |
Tax Code P45 Detail/Student Loan Plan 1 |
Tax Code P45 Detail/Student Loan Plan 2 |
Tax Code P45 Detail/Student Loan Plan 4 |
Tax Code P45 Detail/Post Graduate Loan |
Tax Code P45 Detail/Suspend EDI |
Tax Code P45 Starter Declaration |
Tax Code P45 Detail/Citizen EEA |
Tax Code P45 Detail/EPM Member |
Tax Code P45 Detail/Previous P45 Annual Pension |
Tax Code P45 Detail/Bereaved IND |
Tax Code P45 Detail/Also Employed |
Tax Code P45 Detail/LE Previous Pay |
Tax Code P45 Detail/LE Previous Tax |
Tax Code P45 Detail/P45 Starter Declaration Code |
Tax Code Source Code |
Employee Fixed Pay Elements (supports multiple instances)
📌 Note: It is possible to transfer multiple Worker Fixed Pay Element or Worker Post Fixed Pay Element records per employee. Typically, we would allow for a total of up to 5 Pay Element records per employee. If your requirements exceed this, please raise this with your Sales or Account Manager during scoping.
WorkerFixedPayElement Fields |
Pay Element (Worker) |
Pay Element Start Date (Worker) |
Pay Element End Date (Worker) |
Pay Element Amount (Worker) |
Pay Element Units (Worker) |
Pay Element Rate (Worker) |
Pay Element Reference No (Worker) |
Pay Element Reducing Balance (Worker) |
Pay Element Reducing Balance OV (Worker) |
Pay Element Reducing Balance Periods (Worker) |
Pay Element Cost Centre (Worker) |
Pay Element Pay Reason (Worker) |
Pay Element Table ID (Worker) |
Pay Element Table Row (Worker) |
Pay Element Table Column (Worker) |
Pay Element Third Party (Worker) |
Pay Element ERS Amount (Worker) |
Pay Element EES Percentage (Worker) |
Pay Element ERS Percentage (Worker) |
Pay Element ERS Cost Centre (Worker) |
Pay Element Foreign Currency (Worker) |
Pay Element Arrears (Worker) |
Pay Element ERS Arrears (Worker) |
Pay Element Unit Arrears (Worker) |
Pay Element Is Suspended? (Worker) |
Pay Element Pay Method (Worker) |
Pay Element Bank Account Number (Worker) |
Pay Element Bank Account Name (Worker) |
Pay Element Bank Account Type (Worker) |
Pay Element Bank Account Sort Code (Worker) |
Pay Element Bank IBAN (Worker) |
Pay Element Building Society Roll Number (Worker) |
Pay Element Bank Country (Worker) |
Pay Element Bank Identifier (Worker) |
Costing Details (Cost Centre Splits) (supports multiple instances)
📌 Note: It is possible to split the Cost Centre Reference and define the Employee/Employer percentages for each split. Typically, we would allow for 1-2 cost centre splits employee. If your requirements exceed this, please raise this with your Sales or Account Manager during scoping
WorkerCostCenterSplit Fields |
Cost Centre Start Date |
Cost Centre End Date |
Cost Centre Cost Source |
Cost Center Split Reference (per cost centre split) |
Cost Center Split Employee Percentage (per cost centre split) |
Cost Center Split Employer Percentage (per cost centre split) |
Alternative Employee Numbers
WorkerAlternativeNumbers Fields |
Teacher Number |
GTC Number |
IFL Number |
GSC Number |
HCP Number |
Passport/Visa Information
WorkerPassportVisa Fields |
Visa Number |
Visa Country Of Issue |
Visa Issue Date |
Visa Expiry Date |
Visa Tier |
Visa Category |
Visa Restrictions |
Visa Verified Date |
Visa UK Entry Date |
Passport Number |
Passport Verified Date |
Passport Expiry Date |
Passport Country Of Issue |
Nationality Citizenship |
Second Nationality Citizenship |
Certificate Of Sponsorship Number |
Certificate Of Sponsorship Issue Date |
Certificate Of Sponsorship Expiry Date |
Equal Opportunities/Personal Information
WorkerPersonalDetails Fields |
Carer? |
Disability Option |
Disability 1 |
Disability 2 |
Disability 3 |
Disability 4 |
Disability 5 |
Disability 6 |
Disability 7 |
Disability 8 |
Disability 9 |
Transgender |
Preferred Pronouns |
Self Described Preferred Pronouns |
Sex Assigned At Birth |
Self Described Sex Assigned At Birth |
Gender Identity |
Self Described Gender Identity |
Sexual Orientation |
Self Described Sexual Orientation |
Employee Work Permit Information
WorkerWorkPermitRequest Fields |
Work Permit Proof Of ID Date |
Work Permit Registration Date |
Work Permit Valid From Date |
Work Permit Valid To Date |
Work Permit Extend To Date |
Work Permit Is Permanent Leave? |
Work Permit Permanent Leave Date |
Work Permit Is Home Office Letter? |
Work Permit Visa Number |
User Defined Fields (supports multiple instances)
📌 Note: It is possible to transfer multiple User Defined Fields per employee. Typically, we would allow for a total of up to 5 User Defined Fields per employee. If your requirements exceed this, please raise this with your Sales or Account Manager during scoping.
WorkerUserDefinedFields Attributes |
User Defined Field ID |
User Defined Field Value |
Additional Employee Post Information
National Insurance Category
WorkerNICategories Fields |
NI Category |
NI Category Start Date |
Service Conditions
WorkerServiceConditions Fields |
Service Condition |
Service Condition Start Date |
Service Condition End Date |
Employee Post Fixed Pay Elements (supports multiple instances)
📌 Note: It is possible to transfer multiple Worker Fixed Pay Element or Worker Post Fixed Pay Element records per employee. Typically, we would allow for a total of up to 5 Pay Element records per employee. If your requirements exceed this, please raise this with your Sales or Account Manager during scoping.
WorkerPostFixedPayElement Fields |
Pay Element (Worker Post) |
Pay Element Start Date (Worker Post) |
Pay Element End Date (Worker Post) |
Pay Element Amount (Worker Post) |
Pay Element Units (Worker Post) |
Pay Element Rate (Worker Post) |
Pay Element Reference No (Worker Post) |
Pay Element Reducing Balance (Worker Post) |
Pay Element Reducing Balance OV (Worker Post) |
Pay Element Reducing Balance Periods (Worker Post) |
Pay Element Cost Centre (Worker Post) |
Pay Element Pay Reason (Worker Post) |
Pay Element Table ID (Worker Post) |
Pay Element Table Row (Worker Post) |
Pay Element Table Column (Worker Post) |
Pay Element Third Party (Worker Post) |
Pay Element ERS Amount (Worker Post) |
Pay Element EES Percentage (Worker Post) |
Pay Element ERS Percentage (Worker Post) |
Pay Element ERS Cost Centre (Worker Post) |
Pay Element Foreign Currency (Worker Post) |
Pay Element Arrears (Worker Post) |
Pay Element ERS Arrears (Worker Post) |
Pay Element Unit Arrears (Worker Post) |
Pay Element Is Suspended? (Worker Post) |
Pay Element Pay Method (Worker Post) |
Pay Element Bank Account Number (Worker Post) |
Pay Element Bank Account Name (Worker Post) |
Pay Element Bank Account Type (Worker Post) |
Pay Element Bank Account Sort Code (Worker Post) |
Pay Element Bank IBAN (Worker Post) |
Pay Element Building Society Roll Number (Worker Post) |
Pay Element Bank Country (Worker Post) |
Pay Element Bank Identifier (Worker Post) |
Documents
Each Eploy File Type can be mapped to individual Zellis Document Categories and transferred automatically during the export.
📌 Note: It is possible to transfer multiple Document Types per employee. Typically, we would allow for a total of up to 5 Document Types per employee. If your requirements exceed this, please raise this with your Sales or Account Manager during scoping.
Current Limitations
It is possible to configure different export configurations for Internal and External hires, for example to limit the data that is transferred for internal hires and to pass different options such as reason codes depending on whether the employee was externally recruited or internally transferred to a new Post. However, this currently relies on identifying whether the candidate is an internal or external hire manually within the Eploy record. This is typically done using a field on the Candidate record (e.g. using the standard "Do you currently work for us?" field or a separate custom field that is completed by the Recruitment team as part of offer compliance).
The Employee Number from Zellis is not currently recorded in Eploy automatically.
Relationship Summary records cannot currently include contact/address info (phone numbers, email address and address details).
Although the integration synchronises the Posts from Zellis, it does not automatically extract any Pay Salary / Rate information. The Posts are represented as Job Openings in Eploy, and once synced, these may be manually attached to Job Roles, which can also be attached to Pay Salaries in Eploy, but this data would need to be maintained manually.