Configure Your Payroll System Integration
  • 13 Jan 2025
  • 6 Minutes to read
  • Dark
    Light

Configure Your Payroll System Integration

  • Dark
    Light

Article summary

Choose what Location(s) will use the Payroll System Integration

Choose All Locations if it will apply to all locations within your system, or Select Locations to pick which locations the provider will apply to.

2024-10-16_17-28-25.png

Note: If you need to use an additional provider for other locations in the future, you will need to switch to a location that is not tied to a provider.

Choose your provider

You will need to make sure that pre-requisites are met depending on your provider, then choose the provider from the list of Available Providers

2024-10-16_17-28-25.png

Follow the connection instructions

You will be prompted with a series of screens to connect Finch to your provider and will have to provide credentials.

2024-10-23_10-08-20 1.gif


Before Starting

IMPORTANT!

While configuring your miscellaneous settings and mapping, you have the option to save your progress and get back to it at a later time.

No import or update process will start while editing the settings.

Import and actual data sync between Finch/Provider and LightSpeed VT will only happen once you click on Complete button on the last step of configuration screens.

User Import configurations

Skip Initial User Import
Once all data from Finch and your HR provider is received, an import process of all your employees is done.

We first check if a LightSpeed VT username or email address is matching the employees to be imported.

  • If there is a match existing users will be updated with the new information from provider.
  • If there are no matches, a new user would be created.

If you have an existing and established LightSpeed VT system, this could cause some users to have multiple accounts if the information in LightSpeed VT is different than in the provider's data.

For this reason, you have the option to skip the initial import of users and to only add new users or update existing users on subsequent syncs.

Account Setting configurations

While the data is being synced between Finch and your provider, you can start making initial configurations.

NOTES

Finch fields are categorized into various naming groups.

Individual relates more to the personal information, while Employment is more geared toward employment information.

First Name and Last Name are included in both groups, but could have different values.

Example:
Someone's legal name could be "Robert Jones" and used as such in the individual classification, but could be "Bo Jones" in the employment category. This could also apply to someone using their maiden name in one category and married name in the other.

The phone number and emails fall under Finch's Individual category.

Username
You can use the following fields:

  • Employment ID (employment-source_id)
  • Work email (individual-emails.data-work)
  • Personal email (individual-emails.data-personal)
  • Individual First Name (individual-first_name)
  • Individual Last Name (individual-last_name)
  • Employment First Name (employment-first_name)
  • Employment First Name (employment-last_name)
  • Random 4 digits

You can also choose to build a combination of all the fields for a more flexible custom option.

Example:
Mapping username to be Individual First Name + Individual Last Name + Random 4 digits for someone named "John Smith" would create the user with a username of johnsmith6474.

Password
You can set a default password that will be used for all employees (Useful if you want to communicate the password to your employees prior to initial import) or generate a random password (Users would have to use Forgot Password function to reset password before signing in).

It is strongly advised to set Force Password Reset to yes when using a default password value.

Send Welcome Email
Will send an email to imported users, providing them with instructions on how to sign in.

Force Password Reset
Will force users to reset their password the first time they sign in thus allowing them to specify their own password.

Lock Username and Password
Users will not be able to change their username and password.

2025-01-13_14-11-06.png

User Details and Employment Info

Here you can start to configure what Finch/Provider fields should match for LightSpeed VT user details.

User Details and Employment Info sections are preselected with the options we think would fit the best. You may choose alternatives if needed.

For Email Address you have the option to select an alternative/fallback email mapping.
Example: Mapping is using individual-emails.data-work provider's field. If employee doesn't have a work email address, it could not be created in LightSpeed VT. By specifying to also look for a personal email address using individual-emails.data-personal user would be created with it if the primary choice is not available.

End Date should only be used if you wish to deactivate users based on their employment end date.

2025-01-13_15-05-36.png

NOTES

If you choose to ignore some of the fields, we will not use that data, and it will not be available in LightSpeed VT for that particular matching/mapping schema.


ATTENTION!

The following next steps will not have actual data values available for mapping until full sync is complete. Depending on the provider, this could take 24 hours or more.

When data sync is pending, you will see a pending status.

2024-10-17_11-31-53.png


Manage Locations

If you decide to modify what locations are enabled with your provider's connection, you may add or remove locations from there. You may also choose to use that provider for all locations in your system if you do not have multiple providers set up for the system.

It is required to set up 1 location as the default where all users will be imported to.
2024-10-17_13-02-00.png

If you have several locations in your HRIS, you can also map their values to your LightSpeed VT locations values.

Finch provides us with the addresses of the locations in your HRIS. The line 1 of the address (usually the street address) is the most unique part of full address and is used for best match.

2024-10-17_13-02-00.png

Note: If you only have 1 HRIS location, the default LightSpeed VT location will be used and no other matching and mapping is needed.

Example:
Your business "Best Company Ever" has 2 offices.

First one is located at:
123 Main St, Springfield, IL 62629

Second once is located at:
456 Big Parkway Ave, Suite 120, Springfield, IL 62629

In that case, you would be prompted to select the best field from the HRIS (e.g. Line 1 of street address) to match to LightSpeed VT locations. Then you would be able to map the values returned by Finch for that chosen field to the LightSpeed VT values.

If you only have 1 office, there will not be any need to match fields/map values.

Team Configurations

You can optionally choose to assign a default team to all imported users.

2025-01-13_15-24-55.png

You also can match a LightSpeed VT team to one of your provider's fields and then map the values.

2025-01-13_15-24-55.png

ATTENTION!

You must make sure that the team names used to map values, match the exact team names in your LSVT system. They also must be available and the same across all locations it will be used with.

Access Levels

You must choose a default access level that will be assigned to all imported users. This will be used if no additional matching is needed.

2024-10-23_15-37-21.png

You also can match fields from your provider to LightSpeed VT access levels and then map the values.

2024-10-23_15-37-21.png

ATTENTION!

You must make sure that access levels that will be used are active in your LSVT system.

Content Roles

In order for your users to see minimal content, you must choose content role(s) that will be assigned to all imported users. This will be used if no additional matching is needed or in addition to specific content roles you match later on.

2024-10-23_15-37-21.png

You also can match fields from your provider to LightSpeed VT content roles and then map the values.

2024-10-23_15-37-21.png


Was this article helpful?

Changing your password will log you out immediately. Use the new password to log back in.
First name must have atleast 2 characters. Numbers and special characters are not allowed.
Last name must have atleast 1 characters. Numbers and special characters are not allowed.
Enter a valid email
Enter a valid password
Your profile has been successfully updated.