You can connect Rotaready and Paycircle so your rota and timesheet data flows automatically into Paycircle for payroll processing. Once set up, signed-off rota data appears in Paycircle without manual entry, which reduces errors and saves you time. You'll need administrator access in Rotaready and access to Company settings in Paycircle.
⚠️Important: The integration is one-way only. Data flows from Rotaready into Paycircle. Changes made in Paycircle do not sync back to Rotaready.
Before you start
Check that you have the following in place so setup runs smoothly.
In Rotaready
An active Rotaready account with administrator access.
Your API credentials (Realm ID, Key and Secret), provided by the Rotaready team.
All sites that will use the integration created in Rotaready. Sites are selected during connection and cannot be added afterwards from within Paycircle.
Every employee assigned to both a site and a payroll calendar in Rotaready. Without the payroll calendar, an employee will not appear in Paycircle at all.
A National Insurance number recorded for every employee.
Pay elements finalised in Rotaready with consistent names. Any changes after go-live will require matching updates in Paycircle.
In Paycircle
Company settings access.
A pay element in your company pack matching the name of every Rotaready fixed-amount pay element type in use.
An element named exactly Holiday Pay, which is case-sensitive, sitting against an overtime-type adjustment.
An element set up for each overtime multiplier in use. The five recognised multipliers are 1x, 1.25x, 1.33x, 1.5x and 2x.
Business categories created, ready to map your sites against in Step 2.
Pay element positive/negative configuration verified.
📌Note: Your Realm ID, Key and Secret are provided by the Rotaready team. Contact them by emailing [email protected]. Save these securely as soon as you receive them, as they are not visible in Paycircle afterwards.
Holiday finalisation
Before you enable the integration, confirm how you want to handle final holiday payments and deductions when employees leave. You can choose from three options:
Option A: Manual finalisation (default): Manually finalise each leaver's holiday allowance in Rotaready before the pay run.
Option B: Automatic finalisation (recommended): An optional Rotaready setting automatically finalises the active holiday allowance when an employment ends. Rotaready calculates the final payment using the employee's current basic pay rate. This is the recommended approach as it reduces the risk of final holiday pay failing to flow.
Option C: Manual pay elements: Manage holiday payments and deductions entirely through manual pay elements. Create separate pay elements in Rotaready for payment and deduction, each with a unique name.
Step 1: Connect to Rotaready
Connect Paycircle to Rotaready using your API credentials, then select the sites you want to include:
In Paycircle, click Company settings.
Click Integrations.
Find the Time and Attendance block for Rotaready and click Connect.
Enter your API credentials in the Realm, Key and Secret fields.
Click Connect.
Select your sites
Where site selection is enabled, you'll see a list of your Rotaready sites against each payroll calendar. Select every combination that should route into this Paycircle company, then save.
⚠️Important: This is the one step in setup that cannot be revisited. Once a company is connected with sites selected, there is no way to return to this screen and add another. A site created in Rotaready later, or one missed here, cannot be added from within Paycircle and has to be linked by support.
Step 2: Map your sites to business categories
Each connected site needs mapping to a Paycircle business category, so imported pay is attributed correctly.
⚠️Important: This step is not optional. An employee whose site has no business category mapped produces a Critical alert, which blocks the payroll run until it is dismissed.
From the integration settings panel, click go to mapping.
Under Entity Mapping, click Map now.
For each site listed, select the business category it should map to.
Click Save.
Step 3: Map your employees
Once connected, you can match employees between Rotaready and Paycircle so their data synchronises correctly.
From the integration settings panel, click go to mapping to open the Rotaready Data Sync page, then click Match now under Employees.
⚠️Important: An employee only appears here where they are assigned in Rotaready to both a site and a payroll calendar you connected in Step 1.
Step 4: Check your pay elements
Before you process your first payroll, confirm that your pay element names in Paycircle match those in Rotaready. The compatibility check screen highlights any elements in Rotaready without a matching element in Paycircle.
⚠️Important: This screen is a warning display only. It is not a mapping tool, so you cannot manually link elements. To resolve a mismatch, you must create the element in Paycircle with a matching name.
Step 5: Check for hours signed off before setup was completed
The integration only processes sign-off events from the point at which the integration is active and the relevant employee is matched in Paycircle. Where a rota day was signed off before both conditions were in place, those hours do not come through, and there is nothing to retry.
⚠️Warning: This step is important and easy to miss, so don't skip it.
If either is true, you will need to resend the affected data:
In Rotaready, navigate to the week containing the affected signed-off days.
Reverse the sign-off for each affected day.
Sign those days off again.
Step 6: Before your first payroll run
Use this checklist to confirm everything is in place before you process your first payroll:
Every site selected and saved, against each payroll calendar it is used on.
All connected sites mapped to a business category.
All employees matched between Rotaready and Paycircle.
Matched employee count reconciled against expected headcount.
All Rotaready fixed-amount pay elements have a matching element in Paycircle.
An element is set up for each overtime multiplier in use.
An element named exactly Holiday Pay exists, against an overtime-type adjustment.
Pay element positive/negative configuration verified.
All rotas for the pay period signed off in Rotaready.
Rotaready Updates page exported and reviewed.
Any rota days signed off before employees were matched identified, and the reverse and re-sign completed.
Holiday finalisation approach agreed and configured.
Non-new starters identified and completed in Paycircle.
Starter declarations reviewed for all new starters.