HRIS Connection Guide for Employers

What is an HRIS Integration?

An HRIS (Human Resource Information System) integration allows you to link your payroll or HR platform directly to Vitable. Once connected, employee data syncs automatically — eliminating manual data entry and helping keep your workforce information up-to-date as payroll changes occur.

This connection is powered by Finch, a secure third-party integration service that connects Vitable to supported payroll providers.

Before You Begin: Eligibility Requirements

Before setting up your HRIS integration, please confirm that you meet the following criteria.

• Criteria 1: You currently operate on a payroll provider supported by Vitable.

  There are 250+ supported payroll providers (e.g. ADP Run, Gusto, Justworks, QuickBooks Payroll, Rippling, Square, and more).
  • Automatic connections sync every 24 hours, assisted connections sync every 7 days.
  • Beta connections (like Viventium) may require troubleshooting. If the connection is unsuccessful, you will need to submit a manual census instead.

  See the full list of supported providers, their sync schedule, and their Beta status here.

  See our Viventium connection guide here.

   
• Criteria 2: You currently have a payroll field that designates an employee as part-time vs. full-time.
   
• Criteria 3: You currently keep your payroll system up-to-date by adding new employees and removing termed employees regularly.

• Criteria 4: You currently have ONE unified payroll system across all of your businesses.

  Vitable's HRIS integrations currently cannot support separate payroll systems. In this case, please use the census CSV upload process and combine your census data together.

If you meet all of the requirements above, you are likely a good fit and can continue setting up your HRIS integration by following the steps below.

If you do not meet the requirements above, please upload your employee census data in a CSV file by following the instructions here.

Setting Up Your HRIS Integration

Step 1: Set Your Eligibility Policy

Before connecting your payroll system, confirm that your benefit eligibility policy is configured correctly. You can follow along on this video guide.

1. Log into your Employer Dashboard at employers.vitablehealth.com.
2. Navigate to the Benefits page in the left sidebar.
3. Confirm that your benefits eligibility policy is created and correct on the Benefits page. This should reflect:
   1. When employees are eligible: 0, 30, or 60 days from start date
   2. Who is eligible: Full-time (30+ hours/week) only or both Full-time and Part-time employees

Step 2: Connect Your Payroll System

You can follow along on this video guide to connect your payroll system.

1. Navigate to the HRIS Integration page in the left sidebar.
2. Click "Connect Now".
3. You will be redirected to Finch's secure authentication page. Follow the prompts to select your payroll provider and login with your credentials.
4. After authentication, syncing begins automatically and you will be redirected back to Vitable.

5. You will see a box on the HRIS Integration page with your payroll provider's sync status. This displays the connection status, last sync time, and estimated next sync time.
   

   Possible connections statuses include:

   Status (Color)	What It Means
   Connected (Green)	Integration is active and syncing normally.
   Pending (Yellow)	Payroll provider connection is in progress.
   Setup Incomplete (Yellow)	Additional setup is required within your payroll provider.  See Troubleshooting section for next steps.
   Action Needed (Red)	The connection has broken and must be reconnected.  See Troubleshooting section for next steps.

Step 3: Confirm Employee Data Sync

This is an integral step to see if your payroll provider synced correctly. Missing data may prevent your employees from being uploaded.

1. Navigate to the HRIS Integration page in the left sidebar.

2. Review the "HRIS Sync Summary" card for successful additions and sync failures.
   

3. If there are failures, scroll down for next steps to resolve any issues. See Troubleshooting section for details.

4. If employee information is missing, update the employee record in your payroll system (HRIS data cannot currently be edited inside the Vitable platform). 

5. Wait for the next sync (typically 24 hours, 7 days for assisted connections) for your employee information to be updated in Vitable.

Your HRIS integration setup is complete. Updates (i.e. new hires, terminations, and data changes) in your payroll system will automatically sync to Vitable's system on a recurring schedule - typically 24 hours, 7 days for assisted connections.

Disconnecting Your HRIS Integration

You may choose to disconnect your HRIS integration. This permanently removes your current HRIS connection. To reconnect your integration later, you must repeat the full setup process.

1. Navigate to the HRIS Integration page in the left sidebar.

2. Click "Disconnect" on the integration card.
   

3. Confirm in the pop-up window.

Troubleshooting

Issue 1: Connection Status is "Setup Incomplete"

This means authentication succeeded but additional setup is required within your payroll system. Common causes include:

Missing Admin Account - The required admin account has not been created or activated in your payroll system.

Solution:

1. Follow the setup guide linked on your integration card. You can also access the setup guide on Finch's support site here.

2. Log into your payroll provider.

3. Create or active the required admin account.

4. The connection status will update automatically after the next sync.

Insufficient Permissions - The admin account exists but does not have the permissions necessary for Vitable to access employee data.

Solution:

1. Open the permissions guide on your integration card. You can also access the permissions guide on Finch's support site here.

2. Log into your payroll provider.

3. Update the admin account permissions.

4. Ensure it has read access to the employee or directory data.

5. The connection status will update automatically after the next sync.

Issue 2: Connection Status is “Action Needed”

This means the connection between Vitable and your payroll provider has been interrupted. Data is no longer syncing and reconnection is required.

Common causes include:

• Password change in your payroll system

• Revoked API access

• Expired authentication session

• Integration disabled within your payroll provider

Solution:

1. Click "Reconnect Now" on your integration card.

2. Log in again via Finch using your payroll credentials.

3. Syncing will resume.

If reconnection fails:

• Verify your login credentials.

• Confirm the admin account still exists and has proper permissions.

• Try disconnecting your current integration and setting up the connection again.

Issue 3: Employee Data Issue Alerts

The integration page includes a sync log with:

• Employee updates (added, removed, updated, reactivated)

• Success vs. failure results

• Matching logic used for employee identification (first name, last name, date of birth)

• Common failure reasons (missing phone or email)

You may see the following alerts if employee data cannot sync:

Employees Not Found in HRIS - Vitable employees could not be matched to the employee records in your payroll system.

Solution: 

1. (Option 1) Terminate the employee record in Vitable.

2. (Option 2) Update their payroll record to match.

Employees We Can’t Add from HRIS - Required fields to create Vitable employee records are missing in the payroll system.

Required fields include:

• First name

• Last name

• Date of birth

• Address

• Phone number

Solution: 

1. Update the fields in your payroll system.

2. Employees will update automatically after the next sync.

Frequently Asked Questions

Why can’t I connect my HRIS?

Confirm that:

• Your payroll provider is supported.

• You are logged in as a company admin (only admins can manage integrations).

• You connected your payroll system starting from the HRIS Integrations page.

Why isn't my employee data syncing?

Check your integration's connection status:

• Connected: Review last sync time. Data syncs on a recurring schedule - typically 24 hours, 7 days for assisted connections.

• Setup Incomplete: Complete your payroll setup.

• Action Needed: Reconnect the integration.

• No connection status or integration card: Connection has not been set up.

If you have questions during setup or troubleshooting, contact Vitable Support:

success@vitablehealth.com

Or reach us through the support feature in your dashboard.