Before You Begin
Before you enable multi payroll, make sure each Paycircle payroll company included in the integration meets the following requirements.
In Rotaready
Configure all sites correctly in your Rotaready realm.
Assign employees to the correct site and payroll calendar.
Approve all employees who will be included in the integration in Rotaready. Unapproved employees will not appear on the mapping screen.
In Paycircle for each payroll company
Fully set up each payroll company with the correct PAYE scheme and pay frequency before you begin mapping.
Create business categories in company settings before you enable the integration.
Ensure the pay element named Gross Addition (Units) exists in each company’s element pack. This element is required to process shifts and holiday payments correctly.
⚠️Important:Pay element names must exactly match Rotaready, including capitalisation and spacing. Any mismatch will stop hours from syncing.
Complete all setup steps before you begin. Missing preparation may cause errors or data issues
How Multi Payroll Works
Each Rotaready site and payroll calendar combination maps to one Paycircle payroll company. For example:
Rotaready Site & Calendar | Paycircle Company |
Site A Weekly | Paycircle Company 1 |
Site B Monthly | Paycircle Company 2 |
Head Office Fortnightly | Paycircle Company 3 |
When a manager signs off a rota day in Rotaready, the integration automatically routes the hours to the correct Paycircle company based on the employee's site and payroll calendar assignment. No manual routing is required once the mapping is in place.
📌Note: Multiple sites can share the same payroll calendar and all map to the same Paycircle company. For example, Site 1 Monthly, Site 2 Monthly, and Head Office Monthly can all map to one payroll company. Your onboarding representative will guide you through getting this mapping right.
Step-by-Step Setup
Step 1: Access the Integration Settings
In Paycircle, go to Payroll.
Select Settings from the left-hand menu.
Navigate to Time & Attendance.
Click Connect next to Rotaready.
Step 2: Enter Your Rotaready Credentials You will be prompted to enter your Rotaready Realm ID, Key, and Secret. These are provided by the Rotaready team. For guidance on obtaining these, refer to the Connecting to Rotaready article.
Enter your Realm ID, Key, and Secret.
Press Connect.
📌Note: Once connected, the integration will automatically pull through all sites and payroll calendar combinations from your Rotaready realm.
Step 3: Map Your Sites to Payroll Companies After connecting, you will see a list of all available site and payroll calendar combinations from your Rotaready realm. For each combination, select the Paycircle payroll company it should map to.
Select the site and payroll calendar combinations for this payroll company.
Press Next to confirm the mapping and complete the connection.
⚠️Important: A site and payroll calendar combination already mapped to another company will be unavailable for selection. To correct a mapping: go to the company where the incorrect mapping exists, remove those sites, then return to the correct company and add them there.
What Is and Is Not Supported
Supported
A single Rotaready realm connected to multiple Paycircle payroll companies
Employee hours automatically routed to the correct payroll
New starters, leavers, and personal data changes flowing to the correct company
A single employee move from one payroll to another (A to B)
Not Supported
Moving an employee back to a previous payroll (A→B→A) requires engineer involvement
Mid-period employee moves between payroll companies
Automated movement of employees between companies
TRONC must be processed manually via CSV export from Rotaready
Understanding CRITICAL Alerts
The integration uses CRITICAL alerts to highlight issues that require manual action before payroll can continue. CRITICAL alerts differ from standard warnings because they actively block the payroll run until you resolve and dismiss them.
When the system raises a CRITICAL alert, payroll processing stops until you dismiss the alert.
Go to Team > Rotaready Updates to view the alert and see which employee it affects.
Fix the underlying issue manually in Paycircle first. Follow the relevant scenario below to complete the correct steps.
After you resolve the issue, find the alert and click Dismiss. The system will ask you to confirm before it clears the alert.
Only users with a payroll administrator role can dismiss CRITICAL alerts.
The system records every dismissal in the activity log, including the user name, date and time, and affected employee.
📌Note: Always resolve the underlying issue before dismissing a CRITICAL alert. Dismissing an alert without taking action leaves the employee in an incorrect state and may prevent their shifts from flowing correctly.
Managing Team Member Payroll Moves
A new starter added to the wrong payroll
Start by checking whether the employee has already been paid from the wrong payroll.
If the employee has been paid and both payrolls use the same PAYE reference number, use the PAYE Mover function. If the payrolls use different PAYE schemes, follow the cross scheme process instead.
Use PAYE Mover when the PAYE reference is the same
Run the Paycircle Employee Details Report and save a copy before making changes.
Go to the Team area, find the employee, and select the cog icon.
Use the PAYE Mover option to select the correct payroll company.
Go to the Rotaready Updates screen and retry any pending employee update events.
Review and update pay values to ensure they are correct in the new payroll.
If the employee has not been paid
Run the Paycircle Employee Details Report and save a copy before making changes.
Delete the employee record from the incorrect payroll.
Go to the Rotaready Updates screen in the correct payroll.
Find the failed new starter event and retry it. The system will now add the employee to the correct payroll.
An existing employee moving within the same PAYE reference
When both payrolls use the same PAYE reference number, such as one hourly payroll and one salaried payroll, use the PAYE Mover function.
Run the Paycircle Employee Details Report and save a copy before making changes.
Go to the Team area, find the employee, and select the cog icon.
Use the PAYE Mover option to select the correct payroll company.
Go to the Rotaready Updates screen and retry any pending employee update events.
Review and update pay values such as salary to ensure they are correct in the new payroll.
Note
The integration raises a CRITICAL alert when it detects a payroll move. This alert blocks the payroll run. Complete the PAYE Mover steps first, then go to Team > Rotaready Updates, find the CRITICAL alert, and click Dismiss. Payroll resumes once the system clears the alert.
An employee moving between different PAYE schemes
You cannot use PAYE Mover when payrolls use different PAYE schemes. The integration fails the update and raises a CRITICAL alert that blocks the payroll run until you resolve it.
Run the Paycircle Employee Details Report and save a copy before making changes.
Process the employee as a leaver on the current PAYE scheme and confirm the leaving date and final pay.
Set the employee up as a new starter on the new PAYE scheme and payroll company.
From this point onward, the integration treats the employee as a new starter on the new payroll.
After completing the leaver and new starter steps, go to Team > Rotaready Updates, find the CRITICAL alert, and click Dismiss to unblock payroll.
HMRC requirement
Submit a leaver to HMRC on the old scheme and a new starter on the new scheme. Do not reactivate the same employee record under a different PAYE scheme because this causes an HMRC data mismatch.
Need Help?
For questions about multi payroll setup or configuration, contact your onboarding representative or reach out to the support team.