When a signed-off rota comes into Paycircle from Rotaready, the integration needs to know which Paycircle pay element to use for each type of payment, for example, regular shifts, overtime, or holiday pay. It does this by matching the name of the pay element in Rotaready against the pay elements set up in Paycircle.
This matching is fully automatic and based entirely on the element name. There is no manual mapping tool. If the names do not match exactly, the data will not flow through.
The matching rules
The rules are straightforward but strict:
Names must be 100% identical, including capitalisation, spacing, and punctuation.
Even a single character difference means the element will not match.
The matching is case-sensitive; "Basic Pay" and "basic pay" are treated as different elements.
Rotaready element name | Paycircle element name | Result |
Regular Hours | Regular Hours | Match — data will flow |
Regular Hours | Regular hours | No match — capital H differs |
Overtime | Over time | No match — space added |
Bank Holiday | Bank Holiday | Match — data will flow |
The required element: 'Gross Addition (Units)'
Your Paycircle element pack must include an element named exactly:
Gross Addition (Units).
This element is used by the integration for both shift payments and holiday pay. Without it, the integration will not be able to process hours or holiday data correctly.
If this element is not in your element pack, contact your Paycircle administrator to have it added before going live.
📌Note: Because all shifts share this single element type, they can only be attributed to one nominal code. See the limitations section below for more details.
How to check for mismatches
During initial setup, the integration displays a pay element compatibility check screen, which lists any Rotaready elements that do not have a matching element in Paycircle. This screen is accessed from the team mapping screen, which shows two sections: Employees and Pay elements. Any unmatched elements are listed in the Pay elements section with a note directing you to create them in Paycircle.
⚠️Important! This screen shows warnings only. It is not a mapping tool, and there is no way to link elements manually. The only way to resolve a mismatch is to create or rename the element in Paycircle.
How to fix a mismatch
Click Settings, click Edit on Time and Attendance.
Click Go to settings.
Note down the pay element name of any pay element warnings.
Click Settings, then click Pay Elements.
🤓Tip: Check if an element with a similar name already exists. A slight variation is a common cause of a mismatch.
Find the correct pay element, click the Cog icon.
Click Duplicate element.
Enter the name exactly as displayed in step 3.
Enable or disable settings as required.
Click Save.
Repeat these steps for each unmatched pay element.
Once all elements are matched, the Pay elements section of the compatibility screen will confirm that all pay elements in Rotaready have a matching element in Paycircle.
Ongoing considerations
Once you are live, pay element mismatches can still occur if:
A new pay element is added in Rotaready that doesn't exist in Paycircle.
An element name is changed in either system after the initial setup.
If a new pay element is added in Rotaready, always create a matching element in Paycircle at the same time using the same name. Failed events on the Rotaready updates page will often indicate a missing element; look for errors referencing "pay element not found."
Overtime pay elements
Rotaready will only generate overtime values if overtime rules have been configured correctly in Rotaready first. To set up overtime rules;
Click Settings, then click Pay Rules.
If the correct rules are not in place, no overtime pay elements will be sent to Paycircle regardless of how the integration is configured. If you do not have access to configure pay rules, contact Rotaready directly.
What the integration doesn't support
TRONC payments don't flow through the integration and must be processed manually, regardless of how they are named.
There is no tool to map elements with different names between the two systems. Name matching is the only mechanism available.
Because shifts use the Gross Addition (Units) element type, they can only be assigned to one nominal code regardless of shift type or location. For example, if you need shifts from different sites to report to different nominal codes, this is not currently possible; all shifts will report to whichever single nominal code is configured on the element. If you require granular cost attribution by site or department, please be aware of this limitation before go-live.