.png?width=280&height=39&name=Projectworks-Logo-Black-280px%20(1).png){kind=logo}
To use this feature, your Employment Hero subscription needs to be at a tier that supports API and webhook usage.
Connect your Projectworks and Employment Hero accounts
How does it work?
Employees enter leave in Employment Hero. Leave configuration and setup can be managed entirely within Employment Hero to reduce double handling.
When a new leave request is approved, Projectworks pulls the leave record through and ensures the employee availability is up-to-date by matching Employment Hero company email with the employee email in Projectworks. Any approved updates to the request in Employment Hero will also get updated in Projectworks, including leave request deletion.
This means leave setup, accruals, and requests can be managed entirely in Employment Hero, and Projectworks will be updated to reflect employee availability.
You can also opt to have users synced between the systems. This means any new employees in Employment Hero are created in Projectworks (Name and email only) and changes to existing employees names are automatically updated, reducing admin.
Any leave created, updated, or deleted in Projectworks directly will not be reflected on Employment Hero. Therefore, best practice is to manage all leave in Employment Hero.
This Beta is recommended for customers with a single organization for the time being. We are adding support for multi-organization customers in the coming weeks!
Connect your Projectworks and Employment Hero accounts
First, in Projectworks navigate to Admin → Settings → Beta Features and enable the Employment Hero Beta
Then you will see a new tile under the Admin → Settings → Integration called HRIS. Selecting the HRIS tile allows you to connect to your Employment Hero account.
Follow the prompts to and grant required access.
You will be taken back to Projectworks where you can configure your integration.
Configuring the Integration
In Projectworks
To configure the integration, there are two parts; configuring Projectworks and configuring Employment Hero. It is best to do this with a window open for Projectworks configuration and a window open for Employment Hero configuration page in the Developer Portal (you'll find a link to in under Profile if you have sufficient permissions in Employment Hero.)
First, configure Projectworks, by navigating to the HRIS tile and copy the Webhook URL.
Then, head over to Employment Hero and navigate to the Developer Portal via Profile.
In the Developer Portal, select Webhooks, and Add a Webhooks.
Name the webhook what you prefer - we suggest ‘Projectworks Leave Webhook'.
Add the Webhook URL you copied from Projectworks to the field and select the following events;
-
employee_created - if you wish to sync users
-
employee_updated - if you wish to sync users
-
leave_request_approved
-
leave_request_updated
-
leave_request_deleted
This sets up your Employment Hero instance to inform your Projectworks instance when there are changes in leave or users depending on your Projectworks configuration.
Then copy the Client Secret from Employment Hero, you'll need it in the next step.
Back in Projectworks select the 'Configure Sync' and paste the client secret to the field that appears.
Then you will be able to choose if you wish to sync users, or import leave, or do both by selecting the tick relevant boxes.
If you choose to import leave, you will see a new field to designate the default leave type for all imported Employment Hero leave. Select your preferred leave type to be used for all Employment Hero-generated leave records.
The system will send any newly Approved leave requests to Projectworks - it doesn’t matter if it is a new leave request or approved change to a previously-entered leave request.
If you also want employee records to get updated, you can enable ‘Employee Updates’ as well. This means any updates to employee name or account email in Employment Hero are carried over to Projectworks.
As leave accruals and approvals are managed in Employment Hero, different leave types are not displayed in Projectworks.
Save your selection.
Best Practices
- Utilise Employment Hero for all your leave management (accruals, leave types, requests, approvals) processes and consider if all of your employees need access to the leave module in Projectworks since leave is managed in Employment Hero.
- Don’t submit or edit leave requests on Projectworks - let the integration do heavy lifting for you.
If leave is approved for a partial days over multiple days (e.g. 4h total across 2 days) in Employment Hero, your Projectworks Administrator may need to update your leave in Projectworks, so that both systems are in sync.”
Known issues
Part day leave hours over multiple days recorded as full days
Currently the Employment Hero API excludes the hours per day breakdown of leave hours taken across multiple days in a single leave request. These requests will be reflected as full days of leave in Projectworks.
If the part day leave request is on a single day, the leave hours will be recorded accurately
For example:
User has put in leave for 4 hours in total across two days in the same leave request → the leave will be created as three full days of leave in Projectworks
User has put in leave for 4 hours for single day → the leave will be created as 4 hours taken on the designated day.
Leave requests or updates that do not require approval won’t be synced to Projectworks
If a user's leave requests do not require approval in Employment Hero, they will not be synced to Projectworks and must be manually recorded.
Troubleshooting
Leave isn’t being pulled through from Employment Hero to Projectworks
Ensure the person’s EH company email address matches the person’s PW email address. If the EH leave has already been approved it will need to be manually entered in to PW or re-approved via EH to automatically sync.
Employee has a leave request for whole week in Employment Hero, but it's only showing up as partial week in Projectworks
Check the employee posting capacity setup in Projectworks. For any weekday where the posting capacity is 0 no leave will be created in Projectworks as employee is already unavailable for those days.