System Administrators and Location Managers in Deputy can export timesheets directly into Employment Hero (formerly KeyPay) via Deputy export timesheets.
This guide will cover:
Configuring the Employment Hero / KeyPay connection
The tasks listed below will only need to be performed the first time you set up the integration. Once your Employment Hero / Key Pay connection to Deputy is set up you can then export timesheets as regularly as you require.
How to connect Employment Hero and Deputy
1. Log in to your Employment Hero Payroll account and click on Payroll Settings for your selected Business.
2. Scroll down the menu and click on Integrations.
3. On the Integrations tab, use the drop-down menu to select Timesheets.
4. Click Add on the Deputy tile.
5. Click on Connect to Deputy.
6. Select your business in Deputy from the drop-down menu and click Allow access. You may need to provide your login details to authenticate the connection if you are not already logged into your Deputy account. You will need to be a Location Manager or System Administrator in Deputy to make this connection.
7. Once the Deputy account is connected to Employment Hero / KeyPay it will show as connected. The business name displayed will be the first location in your Deputy account and you are unable to change this. See how to export timesheets from other locations.
Match your location code / business IDs
Using one Deputy location
If you are connecting just one Deputy location to Employment Hero / KeyPay you can use that location code in Deputy to map to Employment Hero.
1. In Deputy, go to Locations settings > General to check or edit your location code. In this example, the Deputy Location code is TFF.
2. Go to Employment Hero's Payroll Settings .
3. On the Details tab, scroll to the very bottom of the page and enter a code to match the Deputy Location code then click Save. In this example, it's TFF because that matches the Deputy Location code.
Using multiple locations in Deputy
If you have multiple Deputy locations but want all the timesheets to come through as one business unit to Employment Hero / KeyPay, you can instead set a Business ID to override the location codes when exporting the timesheets to Employment Hero.
To do this you will need to enter a unique code in the Employment Hero External ID field.
1. In Payroll settings, on the Details page, scroll down to the bottom of the page and enter a unique text code of your choosing. In this example, 'SPARK' was used. Please take note of this code for later when you are ready to export timesheets.
2. Later, when exporting timesheets from Deputy to Employment Hero, you will enter this exact code as a Business ID to override the location code for these timesheets.
Using areas
If you have areas set up in Deputy, and want timesheets worked in those areas to map to the equivalent business unit (sub-location) in Employment Hero then you will need to ensure the Area/sub-location names match in Deputy and Employment Hero / KeyPay.
Note: Deputy does have an area export code field but in this instance, it is the area name that is used to match between the two systems
The area name used in Deputy should be unique for your business, do not use the same area name more than once across multiple locations in Deputy. If required, use a suffix e.g. "Kitchen AZU" if you want to use the area name 'Kitchen' in multiple locations. If you simply use "Kitchen" as an area name in multiple Deputy locations then when timesheets are exported from each of the Deputy locations, you will find they will be assigned to the first location in Employment Hero with that named area and not necessarily the correct location.
If you export a timesheet for an area that exists in Deputy that does not exist in Employment Hero (either because the sub-location isn't configured in Employment Hero or because it has a different spelling) then the timesheets will still export but to the general location in Employment Hero instead.
If the Deputy Area name exactly matches an Employment Hero sub-location name, the timesheet will be allocated to the named Employment Hero sub-location.
Match your employees
Link your employees between Deputy and Employment Hero using a unique code for each employee that matches between the two systems. You can set this code to be anything you like as long as the two systems match.
It's also important to ensure:
- your employees have the same email address recorded in each system
- you have set up your employee's pay rates in Deputy.
Setting the employee's External ID in Employment Hero
1. In Employment Hero select Employee List from the menu on the left-hand side, then click on the name of the employee you wish to set an ID for.
2. On the Details tab, scroll down to the bottom of the page.
3. In the External ID field enter the employee's unique code and click Save.
4. In Deputy, go to the People page and click on the same of the employee you wish to update the Payroll ID for. Select the Employment tab on their profile then click Edit.
5. Enter the same code you entered for that employee in Employment Hero, but this time in the Deputy Payroll ID field then click Save.
Tip: Would you like to update lots of Deputy Payroll IDs at once? Read more about Bulk updating team member data.
Leave set up
As well as exporting your employee's worked timesheets from Deputy to Employment Hero you may also export leave timesheets.
To do this you first need to ensure that the leave types you wish to assign to your employees are set up in BOTH Employment Hero and Deputy with identical export codes.
Setting the leave external ID code in Employment Hero
In Employment Hero Payroll Settings, select Leave Categories.
For each leave category listed in Employment Hero, where you wish to export corresponding leave timesheets from Deputy, please click on the name to review the leave configuration.
For the External ID of each leave, please ensure it matches the leave export code in Deputy. If you make any changes to the External ID please ensure you click Save.
Setting the leave export code in Deputy
In Deputy, you can set an export code when setting up your leave conditions. Ensure this leave export matches the external ID code used in the equivalent Employment Hero leave category.
Obtain your API Key from Employment Hero
1. Log in to your Employment Hero Payroll account and click on Payroll Settings for your selected Business.
2. Scroll down to the Advanced section to select My account from the menu on the left-hand side.
3. On the Account Details page, click on the Copy icon to copy the API key to the clipboard.
You will need this API key to export timesheets from Deputy. Once you have entered it the first time, Deputy will save it for the next export. You would only need to update the API Key in Deputy if the API Key in Employmnet Hero is changed.
Exporting to Employment Hero
- Deputy customers on Enterprise plans may import their timesheets from Deputy into Employment Hero.
- Deputy customers on Premium or Timesheet only plans should follow the instructions below to export timesheets to Employment Hero.
Once you have approved timesheets you are ready to export them.
1. On the Timesheets tab select Export Timesheets.
2. Use the Location and date selector to select the workplace and date range you would like to export approved timesheets for.
3. Select the employees' timesheets you would like to export.
4. Click Export Selected Items.
5. Select Employment Hero (Fomerly Key Pay) from the drop-down menu.
6. In the following field enter your Employment Hero API key.
7. From the drop-down menu select Employment Hero (Formerly KeyPay) then paste in your API Key.
It is optional to enter a code to override the Business ID. If you leave this field empty then the timesheets will be sent with your current Deputy location code so ensure this code matches with the External ID set in Employment Hero.
8. Click Export when you are ready to export.
For more instructions on using Deputy with Employment Hero please see Employment Hero support articles.