For Admins and HR users: Use this article to link Diversity Sync’d staff to their Employment Hero employees after connecting Employment Hero.
Staff members should contact their manager or HR administrator if their Employment Hero details look wrong.
Diversity Sync’d only syncs staff who are linked to an Employment Hero employee. You link each staff member once. After that, every sync brings across, and sends, what you’ve chosen in Sync settings. See Sync with Employment Hero.
Before You Start
Employment Hero is connected. See Prepare Employment Hero Account for Integration.
You have permission to manage integrations in Diversity Sync’d.
Check the Organisation
Go to Admin > Integrations > Employment Hero and look under Organisation. Your Diversity Sync’d account syncs with one Employment Hero organisation.
Once your account is tied to an organisation, the page says so, and any other organisations your login can see are marked Not this company’s.
If your Employment Hero login can see more than one organisation and your account isn’t tied to one yet, choose yours here first. Nothing loads until you do. The first sync you apply ties your account to the organisation you chose.
Open Staff Linking
Go to Admin > Integrations > Employment Hero.
Scroll to Staff linking.
Under Staff links, a line shows how many of your active staff are linked. The badge beside Refresh shows how many Employment Hero employees were found. Select Refresh to load the latest employees from Employment Hero.
How Staff Are Grouped
Suggested matches: Diversity Sync’d found a likely employee and has already selected it. Review it, then link.
Needs manual match: no confident match was found. Choose the employee yourself.
Linked: staff who are already linked.
Each suggested match shows how confident it is and why:
Strong match: the email matches (100%), or the name and date of birth match (95%).
Likely match: the name matches (85%).
Possible match: the last name and date of birth match (75%), or the last name and first initial match (60%).
An employee is only ever suggested for one staff member, and employees who are already linked aren’t suggested.
Each group shows 100 staff at a time. Select Show more to see the rest.
Link All Suggested Matches at Once
Select Link N matches to link every strong and likely match in one step.
Possible matches aren’t included. Check and link them one at a time.
A row where you chose a different employee is left out.
Staff linked in another Employment Hero organisation are left out.
If you’ve searched, only the matches for your search are linked.
If some links fail, Bulk link finished shows how many staff were linked and how many failed.
Link One Staff Member
Find the staff member. You can use the Search staff or employees box.
Choose their employee from the Select employee list, or keep the suggested one.
Select Link.
Each employee can be linked to only one staff member.
Unlink a Staff Member
Select Unlink on the staff member’s row. It takes effect straight away, without a confirmation.
The staff member stops syncing.
The certificate documents copied from Employment Hero for them are removed from Diversity Sync’d.
Any of their details waiting under Needs a decision are cleared.
Their staff details and certificate expiries stay as they are.
What Linking Changes
Linking doesn’t sync anything by itself. Details, certificates and leavers sync the next time a sync runs.
Linking a staff member to a different employee than before, including moving them from another Employment Hero organisation, starts them afresh:
The certificate documents copied for them are removed.
Certificate expiries the sync wrote for the previous employee are removed, unless someone has changed that expiry since.
Any of their details waiting under Needs a decision are cleared.
Linking them back to the same employee after unlinking keeps the certificate expiries synced for that employee.
Check a Staff Member’s Link
On Staff linking, each row shows when the staff member was last synced and the certificate files stored for them. Select a file to download it.
A linked staff member’s profile shows an Employment Hero section with their Employment Hero employee ID, organisation ID and when they were last synced.
Notes
Only active staff are listed. Archived staff, including leavers archived by a sync, aren’t listed, but they stay linked.
Email addresses are never synced. If a linked employee’s email differs, the sync shows a warning.
If a linked employee is removed from Employment Hero or can’t be found, their row shows Missing in Employment Hero.
Troubleshooting
A staff member isn’t in the list
Only active staff are listed. Check that the staff member is active in Diversity Sync’d, then select Refresh.
An employee isn’t in the Select employee list
Check that the employee exists in the Employment Hero organisation shown under Organisation, then select Refresh.
The suggested employee is wrong
Choose the right employee from the Select employee list on that row, then select Link.
“Employment Hero employee is already linked to another staff member”
That employee is linked to someone else. Search for the employee’s name to find the staff member they’re linked to, select Unlink on that row, then link the right staff member. If you can’t find them, the staff member they’re linked to may be archived. Archived staff aren’t listed here, so contact Diversity Sync’d support.
A staff member shows Missing in Employment Hero
Their linked employee was removed from Employment Hero or can’t be found, so nothing syncs for them. Select Unlink, then link them to their current employee record, if they have one.
A staff member shows Linked to another organisation
They were linked to an employee in a different Employment Hero organisation. Link N matches leaves them out. Choose their employee in this organisation and select Link to move them here. See What Linking Changes above for what moving them removes.
Staff linking isn’t on the page
Staff linking appears once Employment Hero is connected. Until then, the page shows the setup steps: see Prepare Employment Hero Account for Integration. If the page says your connection needs reconnecting, select Reconnect and sign in to Employment Hero again.
Link and Unlink aren’t available
You need permission to manage integrations. Ask an admin.