If you're just getting started with Droppah and PayHero, a lot of your Droppah account setup will flow through from PayHero automatically when you setup your PayHero Integration. Taking the following steps in the order detailed below will help to ensure the switch from FlexiTime to PayHero & Droppah is as seamless as possible.
The first thing to consider is the timing of your migration. Ideally, it's a good idea to migrate to PayHero at the end of a pay period once your employees have finished clocking in and out.
You can then process a parallel pay run in FlexiTime and PayHero, and complete your PayHero and Droppah setup, while your employees continue clocking in and out of FlexiTime for one more pay period.
FlexiTime to PayHero
When your employees have finished clocking out at the end of a pay period but before you create the pay for that period, login to FlexiTime with the Admin username and click Upgrade to PayHero to take a copy of your data across.
You can find info on migrating here: Account Migration - FlexiTime Payroll to PayHero
Important: check the Contact Email on the FlexiTime account is the appropriate Owner of the account before migrating.
Once you've migrated, you'll need to review your company and candidate settings in PayHero to ensure you're happy with everything. This article has the key bits to go through: Getting Started After Your FlexiTime Payroll Migration
When your PayHero setup has been reviewed, you can process the pay period employees have just finished clocking out for - processing this pay in FlexiTime and PayHero at the same time is a great way to ensure everything is setup the way you expect.
You can learn more about processing pays in PayHero here: Processing a Pay Run
Before you integrate PayHero with Droppah, you can ensure that your PayHero setup suits the way you'll be managing rosters by checking over your Team, Work and Timesheet settings in PayHero.
Teams - Your Teams in Droppah will be each of your sites/departments - if you have different locations or groups of employees you need to manage separately, or have clocking in on different devices, they would usually be in separate teams. Learn more about Teams here: Droppah Teams
You'll want to setup Teams in PayHero and add your employees, so that they flow through to Droppah. You can learn more about setting up Teams in PayHero here: PayHero Teams
Employees can be added to multiple Teams if you have any employees who work across multiple sites.
If your company has a single roster for all employees and everyone clocks in on the same device (or you just don't mind all employees showing up on multiple devices), you may only need one Team.
Not sure? You can contact us at firstname.lastname@example.org if you're not sure what sort of Team structure will suit your business.
Work - Skills in Droppah are related to Work in PayHero. Skills make up the different types of skill or task your employees might be rostered to do. Ensure your Work options in PayHero are setup to suit. By default these will have come across from your Work in FlexiTime, but can be reviewed if desired. You can learn more about setting up Work in PayHero here: PayHero Work
Timesheets - If you've already loaded your rosters into future weeks in FlexiTime, these will flow through to PayHero as time entries. You'll need to delete these for any weeks where you intend to send time through from Droppah.
PayHero to Droppah
You're now ready to integrate PayHero and Droppah!
If you haven't already, you can Register for Droppah here.
Your account is initially populated with demo data, so that you can give things a test drive first.
When you're ready to proceed with the next steps, you'll want to archive the roster plan, people, skills, team and shifts.
Integrate & Sync - Once you've removed the demo data, you can integrate and then sync Droppah and PayHero as shown here: PayHero Integration.
After syncing PayHero with the 'Create Employees' option selected, your employees, skills and teams will appear in Droppah.
The final steps to complete are updating your company settings, employee settings, creating shifts, and making your roster plan.
Company Setup - Make sure the company settings in Droppah reflect your preferred roster rules and settings. Learn more here: Company Settings
Employee Setup - You'll need to add the appropriate Skills (which you currently know as Work) to each employee, so that they can be rostered for those skills. Alternatively, you can go to Manage > Skills to add people into skills which may be faster in some cases.
You can also specify maximum hours per week and set their weekly availability on their record if desired, so that Droppah's automated planning knows their preferences.
You can learn more about the settings you can apply to your employees here: People
Shifts - You'll need to setup your Shifts in Droppah - shifts manage the possible Start & End times and default break durations that your employees work. Learn more about Shifts here: Shifts
For this step, it can be helpful to load a standard roster into a future week in FlexiTime and then download the 'Time Export' report from the Report Centre for that week. This will give you a list of all the employees rostered on that week, and their start, end and break times. You can sort this list by the end and start time, then create a new Shift for each possible combo (e.g. you might have a shift for 8am - 2pm, one for 8am - 5pm, and so on).
Roster Plans - Finally, setup your Roster Plans in Droppah. This is the equivalent to your Roster Templates in FlexiTime.
This article has more detail on setting up roster plans: Roster Plans
If you'll be manually creating rosters via the Resource View instead of loading rosters you can mostly skip this step - however, you will need to create and save a basic roster plan with a single Shift and Skill added in order to start using Droppah.
Ready to Go!
That's it! You're now ready to start loading rosters and clocking in with Droppah.
You can learn more about rostering, clocking in, and approving time with Droppah here:
It's important to note that your integration between Droppah and PayHero creates permanent links between each employee in Droppah and each employee in PayHero. If at any stage you remigrate your FlexiTime account to PayHero, you'll need to contact email@example.com for us to release these connections, so that Droppah can correctly connect your employees to your new PayHero account.