Use this integration to avoid having to manually refresh data from one system to another. Employee records will need to be added to When I Work before configuring the integration.
Configuration
To complete the configuration:
Create an API key that includes all Employee, Holiday and Absence endpoints.
Click the Copy icon to copy the key:
Log in or create a new account using the Register option on the top right.
Select the People HR Settings tab .
Paste in your API key in the API Key field.
Select the linked here button to retrieve your People Webhook link:
Copy the URL link at the top of the new page:
Paste the URL into the Webhook URL field located in your PeopleHR system, in Settings, on the API tab.
Keep this page open as it's needed later on.Go back to http://www.peoplehrint.com/ and select the WhenIWork tab.
Enter your WhenIWork login details and click Authorise.
Refresh the page using the browser's refresh button. A list of all your employee numbers with their Rota IDs will be shown. These are the Rota ID identifiers in WhenIWork.
Go back into your People system. For each employee that you want to link to WhenIWork, go to their Employment tab and populate the Rota ID field with their own Rota ID from the list.
Synchronisation
The following data will be synchronised between People and WhenIWork
New holidays
Approved holidays: requests will not be synced until approved.
Updated holiday records
Deletion of holidays: holidays deleted in People will be removed from WhenIWork.
New sick
Deletion of sick
Updating sick
📌Note: The system will sync records for the following range of dates: 1 week back and 3 weeks forward. Any amendments to holidays or sick in PeopleHR made more than a week ago or more than 3 weeks ahead will not be transferred to the WhenIWork schedule.
Durations of 1/2 a day are transferred as follows: If the duration is AM then the start time of the event is taken as 9am and the end time 1pm. If the duration is PM then the start time is taken a 1pm and the end time as 5pm.
The sync will take place every 10 minutes and will run through 5 employees at a time. This limit is imposed to prevent overloading WhenIWork servers. Example: for 20 employees the system will take 40 minutes to sync all the records and then it will cycle back to the first employee.
The WhenIWork clock in and clock out transactions will show in the People timesheet area.
The integration works as follows:
1. Every 10 minutes People will check the previous 7 days punch in and outs on WhenIWork
2. If data is found then the following steps will take place:
The previous days punch data will be cleared in People and overwritten with the WIW punch data
If more then 5 punch in out combinations are found in WIW then each successive punch in out will be placed into the 5th and final punch slot in People.