The Rotaready Updates page is where all events from the integration are displayed. Each event has a status and may include warning or error messages. Understanding what these mean is important; not all warnings are equal. Some indicate that an employee will not be paid correctly and needs immediate action, while others are purely informational and require no action at all.
⚠️Important! Currently, all warnings appear the same on the Rotaready Updates page. There is no automatic severity filtering, which means warnings must be reviewed manually to determine whether they need action. The guidance in this article will help you prioritise what to look at first.
Improvements to this experience are planned, including the introduction of a Critical alert level and clearer error messaging.
Event Status Indicators
Each event on the Rotaready Updates page displays one of the following statuses. The page can be filtered by status using the status filter at the top of the events list, allowing you to focus on specific event types, such as Failed or Successful with Warnings.
Status | Colour | Meaning | Action Required |
Successful | Green | Event processed without issues | None |
Successful with Warnings | Green with pink warning icon | Event processed but with one or more warnings | Review warnings — see guidance below |
Failed | Red | The event did not process | Fix the underlying issue and retry |
Pending | Yellow | The event is queued and waiting to process | Wait — no action needed unless it remains pending for an extended period |
Processing | — | The event is currently being processed | Wait |
The Difference Between warnings and errors
Errors
Errors mean the event failed, and no data was transferred. The employee record or payroll data was not updated. These must always be resolved and retried.
Warnings
Warnings mean the event was processed, but something was flagged during processing. The employee may have been created or updated, but certain data may be missing or incorrect. Warnings do not always mean something has gone wrong, but some do indicate the employee will not be paid correctly.
Warnings that need immediate attention
The following warnings should always be investigated promptly, as they may result in an employee not being paid or being paid incorrectly.
Rotaready user [NAME] has not been mapped to a Paycircle user. User was skipped.
The employee's shifts or data have not transferred at all. They will not appear in payroll for this period. Check the team mapping screen and match or create the employee, then retry the event.
Pay element not found.
A pay element in Rotaready does not have a matching element in Paycircle. Hours or payments linked to that element will not transfer. Create the missing pay element in Paycircle with an exactly matching name and retry the event.
No hourly rate found.
This can mean the employee's hourly rate is missing, which may result in them being paid £0 for their shifts. However, for salaried employees, this warning can appear and be safely ignored, as they are not paid by the hour. Check whether the affected employee is hourly or salaried before deciding whether to act.
"No hourly rate to calculate holiday pay" Similar to the above, this may mean holiday pay will not calculate correctly. Check the employee's pay setup in Paycircle.
Warnings that are usually informational
The following warnings typically do not require action but should still be reviewed in context.
Employee already exists.
Can appear during initial setup when the system detects a potential duplicate. Review the matching screen to confirm the employee is correctly matched.
Starter declaration defaulted to B.
Appears when no starter declaration was provided in Rotaready. The integration defaults to Declaration B. If this is incorrect for the employee, update the starter declaration in Paycircle manually.
Title defaulted to Ms / Gender defaulted to Female.
Appears when these fields are not completed in Rotaready. Update the employee's details in Rotaready if needed and retry.
Errors and what they mean
The following are the most common error messages on the Rotaready Updates page and what to do about them.
Failed to connect using the API credentials you entered.
The integration has lost its connection to Rotaready. Check the connection in Company Settings > Integrations and reconnect if needed.
The user's National Insurance number must be a valid NI number.
The NI number in Rotaready is in an incorrect format or contains invalid characters. Correct it in Rotaready and retry. The format must be: 2 letters, 6 numbers, 1 letter (e.g. AB123456C).
Team member already exists within the company.
A Paycircle employee record already exists that conflicts with the one being created. Check whether the employee already exists in this or another Paycircle company sharing the same PAYE reference, then match or remove the duplicate accordingly.
Invalid data format.
A field in Rotaready contains data in an incorrect format. Check dates, numbers, postcodes, and special characters. Rotaready does not always prevent invalid characters from being entered, so names or addresses containing characters such as # or * can cause this error. Correct the data in Rotaready and retry.
Current limitations to be aware of
The ability to export or download the events list is not currently available. If you need to record or share warnings, this must be done manually.
The ability to filter warnings by severity is not currently available. Manual review is required using the guidance above.
The same warning can appear across multiple days for the same employee, which can make the total number of warnings appear higher than the actual number of unique issues. When reviewing, check whether the same employee appears repeatedly before raising a concern.
Recommended review approach
When reviewing the Rotaready Updates page, work through events in this order:
Review all failed events first; these mean the data has not transferred and must be resolved before payroll is run.
Review successful with warning events; work through the list and prioritise the warning types listed above under "Warnings That Need Immediate Attention".
Check for repeated warnings on the same employee across multiple days; this usually indicates one underlying issue rather than multiple separate problems.
📌Tip: Always review the Rotaready Updates page before moving the pay period into a Calculated state. Once payroll is in a calculated state, the integration pauses, and events can't be processed until it moves back out.
Review our other guides for further information on Rotaready integration and ongoing management.