For Admins and HR users: Use this article to choose what syncs with Employment Hero and which way, map certifications, handle leavers, and run a sync.
Staff members should contact their manager or HR administrator if their Employment Hero details look wrong.
Once staff are linked, Diversity Sync’d keeps their details, certificates and leavers in step with Employment Hero. You choose what syncs and which way each staff detail goes, map each Employment Hero certification to a Diversity Sync’d certificate, and either preview and apply a sync yourself or let it run once a day.
Before You Start
Employment Hero is connected. See Prepare Employment Hero Account for Integration.
Staff are linked to their Employment Hero employees. See Link Staff to Employment Hero Employees.
You have permission to manage integrations in Diversity Sync’d. Without it, you can see the settings but not change them.
Choose What Comes From Employment Hero
Go to Admin > Integrations > Employment Hero.
In Sync settings, under Sync from Employment Hero, tick what you want to sync:
Staff details: name, phone, date of birth, start date and address, each the way you choose, plus emergency contact, employment type and position.
Certificate expiries: expiry dates for the certifications you map.
Certificate documents: files tagged Certificate on Employment Hero profiles, stored against the staff member.
Leavers: staff terminated in Employment Hero are archived in Diversity Sync’d on their last day.
Select Save.
A new connection starts with Staff details and Certificate expiries ticked, Certificate documents and Leavers unticked, the daily sync switched off, and nothing sent to Employment Hero. Previews and the daily sync use your saved settings.
Unticking a type stops it syncing. Anything it already brought across stays in Diversity Sync’d, and your certificate mappings are kept, so ticking it again picks up where it left off.
Choose Which Way Each Staff Detail Goes
While Staff details is ticked, each detail has its own direction:
From Employment Hero: Diversity Sync’d is updated to match Employment Hero.
To Employment Hero: the value in Diversity Sync’d is sent to Employment Hero, overwriting Employment Hero’s.
Both ways: the change is taken from whichever system changed since the two last matched. A detail changed in both, or different the first time it syncs, waits under Needs a decision.
Off: the detail doesn’t sync.
Name, Phone, Date of birth, Start date and Address can go any of these ways. The first four start as From Employment Hero, and Address starts as Off.
Emergency contact, Employment type and Position can only be From Employment Hero or Off, because Employment Hero doesn’t let other apps change them. They start as Off.
Address is sent only when it has a street, suburb, state and four-digit postcode. An Employment Hero address that doesn’t read as an Australian street address isn’t brought across.
Emergency contact is Employment Hero’s primary contact, or its first, as name, relationship and phone.
Employment type Full-time, Part-time, Casual or Contractor becomes Full Time, Part Time, Casual or Contract. It changes pay: if the staff member is linked to Xero, Xero’s employment basis must match before their timesheet syncs.
Position is set from Employment Hero’s job title only when an active position with that name exists in Diversity Sync’d. A sync never creates a position.
An empty value never replaces a filled one.
Send Details to Employment Hero
Nothing is sent to Employment Hero until you switch on Sync to Employment Hero.
Set the details you want to send to To Employment Hero or Both ways.
Switch on Sync to Employment Hero and select Save.
Check the message in Start sending to Employment Hero?, then select Save and send.
From then, those details are sent every day and whenever you apply a sync, for each linked staff member whose values differ. Employment Hero’s values are overwritten, and payroll reads them from there. While the switch is off, details set to Both ways come from Employment Hero, and details set to To Employment Hero don’t sync.
If your Employment Hero app is missing a write scope, a note under the switch says so and nothing is sent. Until then, a Both ways detail changed in Diversity Sync’d is held rather than replaced with Employment Hero’s value.
Handle Leavers
Leavers under Sync from Employment Hero: a linked staff member terminated in Employment Hero is archived in Diversity Sync’d on their last day, on the daily sync or when you apply a sync. Their login ends and their seat frees. A future last day shows a warning until that day. Unticked, a termination only shows a warning.
Leavers under Sync to Employment Hero: archiving a linked staff member, from their profile or Admin > Users, asks whether to Also offboard in Employment Hero, with their Last day, Why they are leaving and Reason. Only a tick offboards them. This needs Sync to Employment Hero switched on, and uses your own Employment Hero login.
Someone archived by a sync and then restored by a person stays active. The organisation owner is never archived automatically. Restoring someone never re-hires them in Employment Hero.
Turn On the Daily Sync
Switch on Sync from Employment Hero and select Save. The ticked types then come across once a day on their own, without a review, at 16:00 UTC (2 am AEST, or 3 am during daylight saving). With the switch off, nothing comes across on its own, but you can still preview and apply a sync yourself.
While Sync to Employment Hero is on, the daily sync also sends details, even with Sync from Employment Hero switched off.
The daily sync doesn’t show warnings. To check for them, preview a sync. If a daily sync fails, a message shows under Sync now.
Map Certifications
While Certificate expiries is ticked, Certificate mapping lists your Employment Hero certifications. For each one, choose a Diversity Sync’d certificate, choose Create as new certificate, or leave it as Not synced. Then select Save. Unmapped certifications are not synced.
Suggested: Diversity Sync’d found a certificate with a matching name and selected it for you. It isn’t saved until you select Save, and previews and the daily sync ignore it until then.
Held by N linked staff: linked staff hold this certification, but it isn’t mapped yet.
Not in Employment Hero: a saved mapping for a certification Employment Hero no longer lists.
The line under the heading shows how many certifications were matched by name and not yet saved, and how many still need a choice.
Select Create the rest as new certificates to set every unmapped certification to Create as new certificate. Nothing is created until you select Save. When you save, each one becomes a Diversity Sync’d certificate with the Employment Hero name, or uses an existing Diversity Sync’d certificate that already has that name.
Preview and Apply a Sync
Under Sync now, select Preview sync. Nothing changes yet.
Check the changes in Review Employment Hero sync. For each staff member it lists:
Detail changes, with the current value and the new one. Values that will be sent are marked To Employment Hero.
Certificates marked New or Update, with the new expiry date and the previous one.
Files marked New file, Updated file or Replaces file.
Leavers marked Archive, with their last day.
Details that need you to choose are listed under Waiting for a decision, and any warnings at the bottom.
Select Apply N changes, or Cancel to leave everything as it is. When the only items are details waiting for a decision, the button is Hold N for a decision.
Applying overwrites the listed Diversity Sync’d values with Employment Hero’s, sends the values marked To Employment Hero, and archives the listed leavers. If anything changed in either system after your preview, nothing is applied, and the review opens again with the changes as they are now.
The first sync you apply ties your Diversity Sync’d account to the Employment Hero organisation you chose. The review says so before you apply.
When everything is up to date, the review says so and there’s nothing to apply. Previewing and applying use your own Employment Hero login. If you haven’t connected one, the page asks you to connect first.
Decide Between Two Values
When a detail is waiting for a decision, Needs a decision shows on the page. It lists the value in Diversity Sync’d and the value in Employment Hero. Select Keep next to the one you want, and Diversity Sync’d makes the other system match. Neither value is overwritten until you decide.
Check the Last Sync
Under Sync now:
Last synced shows when staff were last synced.
Last run shows whether the last sync ran automatically or manually, when, how many staff were updated and how many errors there were.
Last automatic run shows when the daily sync last ran, if the last run was manual.
Where Synced Information Appears
Staff details from Employment Hero update the staff member’s profile. Details sent to Employment Hero update their employee record there.
Certificate expiries update the staff member’s certificates in Diversity Sync’d.
Certificate documents show on the staff member’s row under Staff linking, where you can download them.
Leavers are archived, so they no longer show among active staff.
Notes
Certificates only come from Employment Hero. A sync adds and updates certificates, and never deletes them. When an employee holds several records of one certification, the latest expiry date is used.
Email addresses are never synced, and a name longer than 35 characters is not synced. Each shows a warning instead. See Resolve Employment Hero Sync Warnings.
Troubleshooting
Preview sync is unavailable
Tick at least one type under Sync from Employment Hero, or set a staff detail to send to Employment Hero, and select Save. Link at least one staff member. You also need permission to manage integrations.
The daily sync doesn’t run
Check that Sync from Employment Hero is switched on and saved, at least one type is ticked, and staff are linked. If your Employment Hero login can see more than one Employment Hero organisation, apply a sync yourself once to tie your account to one. The daily sync uses any connected Employment Hero login that still works, so it keeps running if yours needs reconnecting.
A staff detail isn’t sent to Employment Hero
Check that Sync to Employment Hero is on, the detail is set to To Employment Hero or Both ways, the staff member is linked, and your app has every write scope. A detail that is empty in Diversity Sync’d is never sent, and one waiting under Needs a decision isn’t sent until you decide.
A leaver wasn’t archived
Check that Leavers is ticked under Sync from Employment Hero, the staff member is linked, and their last day in Employment Hero has arrived. Someone restored by a person after a sync archived them stays active, and the organisation owner is never archived automatically. Archive them yourself if they have left.
A certification isn’t in the mapping table
Check that the certification type is set up in Employment Hero. If the table shows Employment Hero unavailable, the certifications couldn’t be read: reconnect Employment Hero. Certifications that linked staff hold also appear in the table once you preview or apply a sync.
A certificate expiry didn’t update
Check that Certificate expiries is ticked, the staff member is linked, and the certification is mapped, saved and has an expiry date in Employment Hero. Then preview a sync and check its warnings.
A certificate file didn’t come across
Check that Certificate documents is ticked, the staff member is linked, and the file is tagged Certificate on the employee’s Employment Hero profile.
Nothing was applied, and the review opened again
Something changed in Employment Hero or Diversity Sync’d after you previewed. Check the changes as they are now, then apply again.
My setting changes aren’t used
Previews and the daily sync use saved settings. Select Save in Sync settings, then preview again.