PrismHR Integration Setup

The PrismHR-TimeWorksPlus integration includes:
  • employee sync
  • payroll export
  • employee single sign-on from PrismHR ESS
NOTE: An embedded WebClock for the PrismHR Employee Portal is also in development.

This article explains how to set up and use the integration, as well as troubleshooting steps.

Accountant-level Setup

A one-time setup in TimeWorksPlus needs to be done before bureaus can enable the integration for their clients.

PrismHR API access must be enabled before you begin setup. If you do not have API access enabled, contact your SwipeClock Channel Development manager and they will work with PrismHR to turn it on. Enabling the API can can take up to three days.

The following information about your PrismHR account will be necessary for the setup:
  • API username and password
  • API URL
  • PEO ID
The API username and password is set up with a Web Service User in PrismHR. To learn how that is done, as well as how to locate your PEO ID, please see PrismHR Web Service User Setup.
To set up the integration in TimeWorksPlus:
  1. Log into TimeWorksPlus with your accountant-level login and navigate to the Accountant Menu.
  2. Under Accountant Administrative Tools, click Account Level Integrations Management.

    PrismHR should be listed as one of the third party integrations. If you don't see PrismHR listed, contact your Channel Development Manager.
  3. The Accountant Level Integrations Management page should list one or more possible 3rd Party integrations, including PrismHR. To configure PrismHR's integration, click the Settings link. If you do not see a Settings link for PrismHR, then contact your SwipeClock Channel Development Manager. They will need to enable the integration for you. 
    If you are unable to configure PrismHR, contact your Channel Development Manager
  4. On the Settings pop-up, enter your PrismHR PEO ID, API URL (it should default to PrismHR's standard API URL*), API username and password.
  5. Click Save.
This completes the Accountant-level setup. You can now continue setting up the integration for your client as well as enabling the single sign-on.

*If you are using a premise version of PrismHR, you may need to enter a different API URL.

Client Setup

You will need the PrismHR Client ID to setup the integration.
  1. From TimeWorksPlus, select the client.
  2. Under the Settings Menu, click Integration Management.

    You should see a PrismHR page. If not, you may need to select PrismHR from a list of possible integrations.
  3. (optional) Enable Show to Client to allow managers with "Client-level" access to see the Integration Management menu option and perform both the Employee and Payroll Sync. They will not be able to view or modify any other integration settings.
  4. Under the Client Configuration section, click the Settings button. NOTE: This refers to the PrismHR page Client Configuration, not the Client Configuration under the Settings Menu.
  5. In the Client ID field, enter the PrismHR Client ID.
  6. (optional) If the client uses a different PEO ID, URL and API username for PrismHR, you can override those values. However, in most cases, they will use the same values set at the Accountant-level, in which case, you can leave those fields as is.
    PrismHR Client Configuration Pop-Up
    In most cases, only the client's PrismHR ID needs to be entered on the Client Configuration pop-up.
    The PEO ID, URL, etc. are only needed if the client's API differs from the bureau's API.
  7. Click Save.
  8. Verify you have set up the correct client by checking the company name on the Client Configuration. If the name listed is incorrect, you may have entered the wrong PrismHR ID. Click Settings and re-enter the Client ID.
The client's TimeWorksPlus account is now linked to their PrismHR account and you can continue by setting up the Employee Sync.

Employee Data Mapping

The integration uses a one-way sync to transfer employee data from PrismHR to TimeWorksPlus. Employees are matched between the systems based on the Employee ID in PrismHR in the Employee Code in TimeWorksPlus. The sync will bring over all employees from PrismHR, including terminated. Those employees will show as inactive in TimeWorksPlus. You do have an option to sync only hourly employees as well with the filter.

 
 
IMPORTANT: If your client has existing employee data in TimeWorksPlus, the integration can overwrite it.
 
The following fields are synced by default:
PrismHR TimeWorksPlus
Employee ID Employee Code
First Name First Name
Last Name Last Name
Hire Date Start Date
End/Term Date End Date
Clock Number Logins/Clock Numbers*
 
*If you do not enter a Clock Number value in PrismHR, the integration will preserve any logins and clock numbers already in TimeWorksPlus.
 
You also have the option to map employee fields from PrismHR to the following fields in TimeWorksPlus:
  • Department
  • Employee Type
  • Home1
  • Home2
  • Home3
  • Location
  • Supervisor
  • Title
To map these fields:
  1. In TimeWorksPlus, select Integration Management from the Settings Menu and access the client's PrismHR setup. (If you've just finished the initial client setup, you will already be on this page.)
  2. Under the Employee section, click the Settings button.
  3. Click the Add Field Mapping button.
  4. Map the PrismHR fields to TimeWorksPlus using the dropdowns. Fields can only be mapped "one-to-one". 
    IMPORTANT: If the client is an existing, active TimeWorksPlus account, it is best not to map to any Employee Setup fields used for scripting, accruals or processing rules. Doing so may overwrite those Employee Setup fields and affect the client's rules and scripts.
  5. Continue mapping any other fields you want synced between the two systems.
  6. Click Save when finished.
You can change or delete the data mapping at any time by clicking the Settings button.

Syncing Employees

There are two options for syncing employee data:
  • Sync performs a full sync of all employees. This may take a few minutes depending on how many employees are in PrismHR. This sync can be performed as frequently as needed and can also be performed by your client if you have enabled Show to Client in the integration settings.
  • Recurring Sync automatically runs the employee sync approximately every four hours. It will only update TimeWorksPlus with employees that have changed— it does not update all employees. It is recommended to perform a Sync before enabling the recurring sync.

Payroll Setup

With the integration, you can export your client's timekeeping data through TimeWorksPlus. Before you can do this, you do need to set up the appropriate formats:
  1. In TimeWorksPlus, select Integration Management from the Settings Menu and access the client's PrismHR setup. (If you've just finished setting up the client's integration, you will already be on this page.)
  2. Under the Payroll section, click the Settings button.
  3. Enter the client's File Format as you would in the Download Activity Files page. This can vary by client.
  4. Select your PrismHR import template from the drop-down.
  5. Click Save.
PrismHR Templates
Import templates, created in PrismHR, are necessary for formatting timekeeping data. While the Pay Code Translation and Labor Mapping features of TimeWorksPlus can serve this purpose, you will still need to configure an Import Template specific to your client's File Format. If you need a raw export file from TimeWorksPlus to help with creating your import template, go to the Reports Menu and select Download Activity Files. More information can be found in the article Download Activity Files.

Single Sign-on Setup

The single sign-on allows employees to access their TimeWorksPlus Employee Portal from PrismHR. To do this, you will need to continue the setup in PrismHR by creating an SSO Service and adding SwipeClock to the Employee Portal Menu.

Creating the SSO Service in PrismHR

  1. Access System Parameters in PrismHR.
  2. Select SSO Services from the Action Menu.
  3. Create a new SSO Service with the following:
    1. Service ID = Swipeclock (case sensitive)
    2. Description = Swipeclock
    3. Type = External
    4. Service URL = https://clock.payrollservers.us/IntegrationSSO/PrismHR/sso
  4. Save the changes.
This establishes Single Sign-On, but the employees will not be able to use it until you add it to the menu.

Adding the SwipeClock Menu in the Employee Portal

The SSO Service from the previous step needs to be added to the Configuration Template used by PrismHR's Employee Portal. By adding it to the Default template (as described here) the "Swipeclock" SSO will appear for any clients not using a custom Configuration Template. If you would like to add the SSO item to a custom template, the steps are generally the same. 
  1. Log in to the Self Service/Employee Portal Configuration Tool (aka Admin Tool). It can be accessed directing at https://nnn-epct.prismhr.com.
  2. Navigate to Configuration --> Templates to edit the default or a custom template. Note: If you would like to add the SSO for a single client, navigate to Configuration --> Clients.
  3. Click the pencil icon to edit the template.
  4. Select the Menu tab.
  5. To add the Swipeclock SSO to the bottom of the employee menu, select the New Top-Level Menu icon. Note: It could also be added as a menu or submenu item if you choose. See PrismHR's Admin tool training for instruction on that.
  6. Enter an English and Spanish Title. "Swipeclock" is suggested for both.
  7. Enter a desired hover text. "Click here to access Swipeclock" and "Haga clic aquí para acceder a Swipeclock" are suggested.
  8. Select Swipeclock as the component in the Navigation Actions section.
  9. You can choose an icon as well. The clock is suggested.
  10. Click Save
The Swipeclock SSO menu will now be visible for any clients using that template.

Running Payroll

Make sure you have followed the steps in the section titled Payroll Setup to properly configure the payroll export. This includes defining the client's File Format and PrismHR import template.
 
To export payroll to PrismHR:
  1. Log into TimeWorksPlus and select the client.
  2. Choose Integration Management from the Settings Menu. The PrismHR page should automatically be selected, if not choose PrismHR.
  3. Under the Payroll section, click the Sync button.
  4. Choose a PrismHR batch using the drop-down. The exported data will be based on the dates defined in the selected PrismHR batch.**.
  5. (optional) Check Ignore errors on upload to ignore any errors and upload the data that does not have errors.
  6. Click Upload.
The timekeeping data will be transferred to PrismHR. If there are errors and Ignore errors on upload was not checked, the system will reject the batch. Otherwise, the system will approve the upload and the data will be available within the PrismHR Timesheets screen.

**If you need an export of the timekeeping file for a pay period other than the selected batch, follow the instructions in Download Activity File.

Rejected Batches

If you try to upload payroll and receive a Rejected Batches message, close the payroll sync window and click the View Logs button. It should have a red mark indicating a new log. If, after reviewing the errors, you want to upload the batch and exclude the errant data, check Ignore errors on upload in the Payroll Sync dialogue.
 

The log lists any errors related to the failed upload. If you would like to proceed with the upload despite these errors, perform the export again and click the Ignore errors on upload checkbox.

Troubleshooting

Troubleshooting documentation coming soon.
 

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