Once your Rotaready integration is set up, you'll need to manage it regularly. This keeps employee data accurate and makes sure payroll data flows through correctly each pay period.
Manage employee matching
The team mapping screen shows which employees are matched between Rotaready and Paycircle. You can manage these matches from the same screen.
Click Company Settings, then click Integrations.
Click Time & Attendance, then click Go to team mapping.
Matched employees
The matched employees screen shows all employees successfully linked between Rotaready and Paycircle. From here, you can view matched employee pairs and check their details in both systems, or unmatch employees if a pairing was made incorrectly.
Unmatched employees
⚠️Important! Confirming a match is not a passive action. At the moment you confirm it, Rotaready's data is written into Paycircle for that employee, including personal details, address, bank details, student loan details and business codes.
The unmatched employees screen shows Rotaready employees who have not yet been linked to a Paycircle record. Review this screen regularly, particularly after new employees are approved in Rotaready.
📌Note: An employee only appears on this screen if they are assigned in Rotaready to both a site and a payroll calendar connected to this Paycircle company.
Minor events on the Rotareach Updates page
The Rotaready Updates page is the central place for monitoring all data flowing from Rotaready into Paycircle. Check it regularly, particularly before running payroll each pay period.
Click Team, then click Rotaready Updates.
📌Note: Exporting the events gives you every message in one place, which is easier to work through across a pay period than reading the page event by event. See Export warnings and errors to CSV/Excel.
Retry failed events
⚠️Important! Only failed events can be retried. An event that completed with warnings cannot be retried. Correcting the cause takes effect at the next sign-off or update for that employee.
Retrying re-reads the data from Rotaready. This means a correction made in either system is picked up, and the rota day does not need signing off again.
Retry an individual event
Click Team, then click Rotaready Updates.
Filter the events by Failed.
Select the event you want to retry.
Click Retry.
Monitor the status to confirm it processes successfully.
Retry multiple events
⚠️Important: Retrying replaces the messages recorded against an event. If you need the original detail, export the events before you retry.
📌Note: A bulk retry handles up to 250 events at a time.
Click Team, then click Rotaready Updates.
Filter the events by Failed.
Select the checkboxes of the events you want to retry. Only failed events can be selected.
Use the bulk Retry action.
Monitor the statuses to confirm they process successfully.
Manage cover shifts
When an employee works a cover shift at a different site, the shift data flows automatically from Rotaready into Paycircle through the rota sign-off process. The employee stays on their home payroll throughout, so no manual transfer is needed.
Make cover shifts identifiable on payslips
If you want cover shifts to appear as a distinct line on payslips, create dedicated shift types in Rotaready, for example "Bar Staff - Cover" alongside "Bar Staff". Because the integration matches pay elements by name, these appear separately in Paycircle.
Cost attribution for cover shifts
Paycircle automatically attributes the cost of a cover shift to the site where the shift took place. When a signed-off shift arrives from a different entity to the employee's home site, the business category of that site is applied to the relevant pay element, so no manual override is needed.
This override is applied at the individual pay element level. A single payslip can therefore contain a mix of home and cover shift pay elements, each attributed to the correct location. The attribution carries through to payroll runs, payslip generation, the Payment Summary report, and journal exports to Financials.
📌Note: For this to work, every entity that employees may cover at must have a business category assigned in Paycircle. If a cover shift arrives for an unmapped entity, Paycircle will raise an alert, and the shift cannot be processed until the mapping is added. For setup steps, see Cross-Site Cover Shift Processing and Business Category Mapping for Rotaready Entities.
Disconnect from Rotaready
⚠️Important! Disconnecting removes your integration configuration. It is not a pause, and it is not easily reversed.
Disconnecting removes:
The connected site and payroll calendar selection.
Every employee mapping between Rotaready and Paycircle.
The salary mappings.
Your reference period setup, which is switched off.
Paycircle employee records and historical pay data are not deleted, and they remain available. What is lost is the link between each Paycircle employee and their Rotaready record, along with the configuration above.
Do not disconnect to resolve a connection error, to pick up a new site, or to refresh the integration.
⚠️Warning! Before disconnecting, take a note of your application programming interface (API) credentials (Realm ID, Key and Secret) and store them somewhere secure. Once disconnected, these details are no longer visible in Paycircle. If they are lost, you will need to contact the Rotaready team to regenerate them at [email protected].