For Admins and HR users: Use this article to understand and fix the warnings and messages shown when you preview or apply an Employment Hero sync.
Staff members should contact their manager or HR administrator if their Employment Hero details look wrong.
When you select Preview sync on Admin > Integrations > Employment Hero, Diversity Sync’d shows Review Employment Hero sync: every change the sync would make in either system, any details Waiting for a decision, and then any Warnings. Each warning starts with the staff member’s name.
Most warnings don’t stop the sync. You can still apply the other changes, and the warning shows again on the next preview until it’s fixed. A few mean nothing synced for that staff member this time, and those say so.
Find Warnings
Go to Admin > Integrations > Employment Hero.
Under Sync now, select Preview sync.
Scroll to Warnings at the bottom of the review.
The automatic daily sync doesn’t show warnings. To check them, preview a sync. If a daily sync fails, a message shows under Sync now: see Other Messages below.
Linking
Linked employee was not found in Employment Hero; the link may be stale
The employee this staff member is linked to was removed from Employment Hero or can’t be found, so nothing syncs for them. On Staff linking, their row shows Missing in Employment Hero. Select Unlink, then link the staff member to their current employee record, if they have one.
Employment Hero’s employee list was cut off before this employee, so they were not checked this run
Employment Hero sent its employee list too slowly for a sync you run yourself to reach this staff member, so nothing synced for them. The daily sync has longer to read the list, so it checks them. You can also preview again later.
The Employment Hero link or employee changed while the sync ran, so nothing was synced for this staff member; the next sync picks it up
Someone linked, unlinked or relinked this staff member while the sync was running. Nothing needs doing: the next sync picks them up.
Staff Details
With the Employment Hero name, the first and last name would be … characters, longer than the 35 Diversity Sync allows, so the name was not synced
Diversity Sync’d allows up to 35 characters for the first and last name together, so the name stays as it is in Diversity Sync’d. To stop the warning, shorten the first or last name in Employment Hero so they fit. Otherwise the warning shows on each preview.
Employment Hero email (…) differs from Diversity Sync (…); email is never synced automatically
Email is never synced, because staff use it to sign in to Diversity Sync’d. Check which email is right and update the other system yourself.
The address in Employment Hero does not read as a street, suburb, state and postcode in Australia, so it was not brought across
Diversity Sync’d only takes an Australian street address with a suburb, state and postcode. Correct the address in Employment Hero. This shows when Address is set to From Employment Hero. When it’s set to Both ways, the address waits under Needs a decision instead.
The address in Diversity Sync needs a street, suburb, state and four-digit postcode before Employment Hero can take it, so it was not sent
Fill in all four parts of the address on the staff member’s profile in Diversity Sync’d. It’s sent on the next sync.
Employment Hero refused to give this company’s app emergency contacts, so the emergency contact was not synced; the app needs Employment Hero’s emergency contacts read scope, chosen when the app is created
Your Employment Hero app wasn’t given access to emergency contacts, and Employment Hero only lets you choose an app’s scopes when you create it. Set Emergency contact to Off in Sync settings to stop the warning, or contact Diversity Sync’d support.
Emergency contacts could not be read from Employment Hero (…)
Employment Hero didn’t answer for this staff member’s emergency contacts. Their other changes still apply. Preview the sync again later.
Employment Hero’s employment type “…” is not Casual, Part Time, Full Time or Contract, so the employment type was not synced
Set the employee’s employment type in Employment Hero to Full-time, Part-time, Casual or Contractor. It comes across on the next sync.
Employment type changes from … to …: Xero refuses this staff member’s timesheet until its employment basis is … too, and a Pay Summary allocation saved for an open pay period needs applying again
This is a heads-up, not a problem. A new employment type changes pay. After you apply, update the staff member’s employment basis in Xero to match, and apply any saved Pay Summary allocation for an open pay period again.
Employment type changes from … to Contract: contractors are not timesheeted, so this staff member leaves Finance › Timesheets
This is a heads-up, not a problem. Once you apply, the staff member no longer appears in Finance > Timesheets.
No position in Diversity Sync is named “…”, Employment Hero’s job title, so the position was not synced; add the position, then sync again
A sync only sets a position that already exists in Diversity Sync’d with exactly that name, and never creates one. Add a position with that name in Diversity Sync’d, or correct the job title in Employment Hero.
“…”, Employment Hero’s job title, is an archived position in Diversity Sync, so the position was not synced
The matching position is archived. Restore it in Diversity Sync’d, or change the job title in Employment Hero. After you apply, the same thing can show as “… is no longer an active position in Diversity Sync” if the position was archived while the sync ran.
Leavers
This employee is terminated or inactive in Employment Hero; review whether they should remain active in Diversity Sync
This shows when Leavers isn’t ticked under Sync from Employment Hero, or when Employment Hero has no last day for them. If they have left, archive them in Diversity Sync’d, or tick Leavers so the sync archives leavers on their last day. If Employment Hero has no last day, add one there. If they’re still working, check their status in Employment Hero.
Leaves Employment Hero on …; they are archived here on that day
Their last day is still to come. The sync archives them on that day. If the date is wrong, correct it in Employment Hero.
Left Employment Hero on … and was un-archived here afterwards, so the sync leaves them active
A sync archived them, and then someone restored them in Diversity Sync’d, so the sync doesn’t archive them again. If they have left, archive them yourself.
Left Employment Hero, but the organisation owner is never archived automatically; transfer ownership, then archive them
The staff member who owns your Diversity Sync’d organisation is never archived by a sync. Transfer ownership to someone else, then archive them yourself.
Employment Hero could not be read to check whether they have left: …
Employment Hero didn’t answer when Diversity Sync’d checked this staff member, so nothing synced for them. Preview the sync again later.
The Employment Hero link changed or they were archived while the sync ran, so the sync did not archive them; the next sync checks again
Nothing needs doing. The next sync checks them again.
Certificates and Documents
Employment Hero certification “…” has no expiry date and was skipped
The certification is mapped, but none of the employee’s records for it has an expiry date. Add the expiry date on the employee’s Employment Hero profile. It comes across on the next sync.
Employment Hero’s certification list is too long to read in full in a manual sync, so their certifications were not checked this run
A sync you run yourself couldn’t read every certification for this staff member in time. The daily sync has longer and checks them.
Certifications could not be read from Employment Hero: …
Diversity Sync’d couldn’t read this staff member’s certifications, so their certificate expiries and certificate files weren’t checked, and their last synced time doesn’t change. Changes to their details still apply. Preview the sync again later. If it keeps happening, reconnect Employment Hero, or contact Diversity Sync’d support with the message.
Documents could not be read from Employment Hero: …
Diversity Sync’d couldn’t read this staff member’s documents, so no certificate files were copied for them. Their other changes still apply. Preview the sync again later. If it keeps happening, reconnect Employment Hero, or contact Diversity Sync’d support with the message.
“…” could not be stored: …
This shows after you apply a sync, in the Sync finished with skipped documents message. The file wasn’t copied into Diversity Sync’d. If the reason says the file is larger than 15 MB, or that Employment Hero didn’t provide a usable download, the same file fails every time: replace it in Employment Hero. Otherwise run the sync again, and contact Diversity Sync’d support with the message if it keeps failing.
Sending to Employment Hero
Employment Hero refused the … (…); it is held under Needs a decision and not sent again until someone decides
Employment Hero wouldn’t take a value Diversity Sync’d sent. The brackets show which detail and Employment Hero’s response. This shows after you apply a sync, in the Employment Hero refused a value message, or after the daily sync. Correct the value in Diversity Sync’d, or select Keep on Employment Hero’s value under Needs a decision. If the message ends “the next sync tries again” instead, correct the value in Diversity Sync’d before the next sync.
Could not send to Employment Hero: …
This shows after you apply a sync, in the Sync completed with errors message. What follows the colon is why: Employment Hero didn’t answer, failed, or didn’t keep the value it was sent. Nothing changed in Diversity Sync’d, and the next sync sends the value again. If it keeps happening, check the employee in Employment Hero.
Other Messages
Nothing is set to sync
Preview sync stays unavailable while nothing is set to sync. In Sync settings, tick at least one of Staff details, Certificate expiries, Certificate documents or Leavers, or set a staff detail to send to Employment Hero. Select Save, then preview again.
Certification types held by linked staff are not mapped and will be skipped
Some linked staff hold Employment Hero certifications that aren’t mapped to a Diversity Sync’d certificate. Map them under Certificate mapping in Sync settings, then preview again.
Sync stopped early
A large sync stopped before every staff member was synced. Run the sync again to finish.
Sync completed with errors
Some staff couldn’t be synced. The message names the first error, such as a value that couldn’t be sent or a leaver who couldn’t be archived. Run the sync again, and contact Diversity Sync’d support with the message if it repeats.
Employment Hero answered too slowly for this sync to read every linked staff member in time, so nothing was changed
Try again shortly. The daily sync has longer to finish, so it may get through on its own.
Employment Hero or Diversity Sync changed since this sync was previewed, so nothing was applied
Something changed in one of the systems after you previewed. The review opens again with the changes as they are now. Check them, then apply again.
This uses your own Employment Hero login, and you haven’t connected one
Previewing, applying and keeping a value use your own Employment Hero login. Select Connect on the page and sign in to Employment Hero, then try again. If the message says your login needs reconnecting, select Reconnect instead.
This company is connected to the Employment Hero organisation …, not …
Your Diversity Sync’d account is connected to one Employment Hero organisation, and you tried to sync another. Select the connected organisation under Organisation, then try again.
The automatic sync on … didn’t finish
If a daily sync fails, a message under Sync now says what happened. Most of these try again the next night on their own. If it says no Employment Hero login works, someone who manages Employment Hero needs to select Reconnect. If it keeps happening, contact Diversity Sync’d support.
Reconnect required
Your own Employment Hero connection has expired or been revoked, and the page’s status reads Reauthentication required. Select Reconnect, then Connect Employment Hero, and sign in to Employment Hero again. The daily sync keeps using any other connected login that still works.
Notes
Applying overwrites the listed Diversity Sync’d values with Employment Hero’s, sends the values marked To Employment Hero, overwriting Employment Hero’s, and archives listed leavers. Review the changes before you apply them.
When everything is up to date, the review says so and there’s nothing to apply.
When the last sync ran and its result show under Sync now.
To link or unlink staff, see Link Staff to Employment Hero Employees. For settings and directions, see Sync with Employment Hero.