Once the Rotaready integration is set up, ongoing management is needed to ensure employee data remains accurate and payroll data flows through correctly each period. This article covers the key tasks involved in day-to-day integration management.
Managing employee matching
The team mapping screen gives you visibility over which employees are matched between Rotaready and Paycircle, and allows you to manage those matches on an ongoing basis.
To view this, follow the steps below.
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, displayed as pairs with the Rotaready record on the left and the corresponding Paycircle record on the right. From here you can:
View matched employee pairs and check their details in both systems.
Unmatch employees if a pairing was made incorrectly.
To unmatch an employee, find them in the matched list and click Unmatch. Once unmatched, they will appear in the unmatched list and can be re-matched or re-created as needed.
Unmatched employees
The unmatched employees screen shows Rotaready employees who have not yet been linked to a Paycircle record. This screen should be reviewed regularly, particularly after new employees are approved in Rotaready.
For each unmatched employee, you can:
Accept a suggested automatic match.
Search for a specific Paycircle employee to match manually.
Create a new Paycircle employee record from the Rotaready data.
📌Note: An employee will only appear in the unmatched list once they have been approved in Rotaready. Unapproved employees are not included in the integration.
Handling matching conflicts
If multiple Paycircle employees appear to match one Rotaready employee, review the details carefully before accepting; check the date of birth and National Insurance number to confirm the correct match.
If employee data does not match between the two systems, for example, a name discrepancy, update the information in Rotaready and allow the integration to re-send the update rather than editing directly in Paycircle.
Monitoring events on the Rotaready Updates page
The Rotaready Updates page is the central place for monitoring all data flowing from Rotaready into Paycircle. It should be checked regularly, particularly before running payroll each period.
To view this, follow the step below.
Click Team, then Rotaready Updates.
Each event on this page displays:
Event type and timestamp.
Processing status — successful, failed, pending, or processing.
The employee affected.
Data changes made.
Any error or warning messages if the event did not process successfully.
Filtering and searching events
Use the filter options at the top of the events list to focus on specific events:
Filter by status: successful, failed, pending, processing.
Filter by event type: user approved, user updated, sign off day, sign off day reversed, user employment created, user employment updated, user employment deleted, user appointment created, user appointment updated, user appointment deleted.
Use the search function to find events for a specific employee quickly.
Integration status
The Rotaready Updates page also shows the current status of the integration:
Active: The integration is processing events normally.
Paused: The integration has paused because the pay period is in a calculated state. This is expected behaviour and prevents data conflicts during payroll processing. Events received during this time are queued and will be processed automatically once the pay period moves out of the calculated state. No manual intervention is needed.
Retrying failed events - review steps
Failed events need to be resolved before payroll is processed to ensure all employee data and hours are included correctly.
Retry an individual event
Click Team, then click Rotaready Updates.
🤓Tip: You can use filters to find specific events, such as failed.
Select the checkbox on the event you want to retry.
Click Refresh updates.
Monitor the status to confirm it processes successfully.
Retry multiple events in bulk
Click Team, then click Rotaready Updates.
🤓Tip: You can use filters to find specific events, such as failed.
Click Refresh updates to update all events in the list.
Monitor the status to confirm it processes successfully.
Common reasons events fail
Data validation failures: Missing required fields in Rotaready, invalid data formats (dates, numbers, postcodes), or an employee already existing in Paycircle with different details.
API communication issues: Network connectivity problems, API rate limiting, or temporary service unavailability.
Business rule violations: Attempting to change employment details after HMRC submission, or moving an employee to a site or payroll calendar that is not linked to their current Paycircle company.
In most cases, the resolution is to correct the data in Rotaready and retry the event. For business rule violations, manual intervention in Paycircle may be required. See the Troubleshooting FAQ for detailed guidance on specific error messages.
Before running payroll each period
Run through the following checks before calculating payroll to ensure all data has come through correctly:
Check the Rotaready Updates page for any failed or pending events and resolve them before calculating.
Review the unmatched employees screen for any new employees who need to be matched.
Confirm all rotas for the pay period have been signed off in Rotaready — unsigned rotas will not have transferred.
Verify there are no employees with missing pay elements by checking for "pay element not found" errors on the Updates page.
Don't manually adjust hours or pay data directly in Paycircle for employees on the integration. If the related rota is subsequently amended or re-signed off in Rotaready, the integration will overwrite any manual changes. If hours or pay appear incorrect, the amendment must be made in Rotaready, and the rota re-signed off so the corrected data flows through.
Best practices for ongoing management
Check the Rotaready Updates page regularly throughout the pay period, not just immediately before payroll.
Address failed events promptly; don't allow them to accumulate.
Always update employee information in Rotaready rather than directly in Paycircle, so the integration remains the source of truth.
Maintain accurate National Insurance numbers, bank details, and addresses in Rotaready to avoid validation failures.
Review the unmatched employees screen after any period of new starters joining the business.
Rotaready is the source of truth for hours and shift data, as well as employee information. Manual amendments to pay elements in Paycircle may be overwritten if the related rota event is reprocessed or a sign-off is reversed and resubmitted in Rotaready.
Managing Cover Shifts
When an employee works a cover shift at a different site, the shift data flows automatically from Rotaready into Paycircle via the rota sign-off process. The employee stays on their home payroll throughout; no manual transfer is needed.
Making cover shifts identifiable on payslips
If you want cover shifts to appear as a distinct line on payslips and the current period view, create dedicated shift types in Rotaready, for example, "Bar Staff - Cover" alongside "Bar Staff". Because the integration matches pay elements by name, these will appear separately in Paycircle, giving clear visibility of hours worked at a different site.
Allocating costs to the correct business category
To reflect where the work was actually performed rather than the employee's home location, apply a business category override to the relevant pay element in Paycircle. Once applied, on-costs are split automatically; no manual calculations are needed.
Disconnecting from Rotaready
If you need to disconnect the integration for any reason, follow the steps below:
⚠️Important! Before disconnecting, take a note of your API credentials (Realm ID, Key, and Secret) and store them somewhere secure. Once disconnected, these details will no longer be visible in Paycircle. If they are lost, you will need to contact the Rotaready team to regenerate them; email [email protected].
Click Company Settings, then Integrations.
Click the Time & Attendance section, then click Disconnect.
Confirm the disconnection.
Once disconnected, the integration status will change to Not Connected. Existing employee matches are preserved, and historical data remains in Paycircle, but no new events will be processed until the integration is reconnected.
Before disconnecting, ensure all pending events have been processed and that there are no ongoing payroll calculations in progress.