⚠️Important! In a multi-payroll setup, the mapping of sites to payroll companies is done once, during connection, and cannot be revisited from within Paycircle afterwards.
You can connect a single Rotaready environment to multiple Paycircle payroll companies. Follow the prerequisites and steps below to set up each company.
Before you begin
Make sure you have completed the following before you connect the integration.
In Rotaready
Configure all sites correctly in your Rotaready environment. Every site that will be used must exist before you connect.
Assign employees to the correct site and payroll calendar. An employee's Rotaready record must have both, or they will not appear in Paycircle at all.
Record a National Insurance number for every employee.
Finalise your pay element names. Any change after go-live requires a matching change in Paycircle.
In Paycircle
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 your element pack contains an element matching the name of every Rotaready pay element type in use, in each company.
Ensure an element named exactly Holiday Pay exists, against an overtime-type adjustment.
How multi-payroll works
Each site, on each payroll calendar, belongs to one Paycircle payroll company. For example:
Rotaready site and calendar | Paycircle company |
Site A Weekly | Paycircle Company 1 |
Site B Monthly | Paycircle Company 2 |
Head Office Fortnightly | Paycircle Company 3 |
⚠️Important! The unit is the site plus the payroll calendar, never the site alone. The same site on a different payroll calendar is a separate mapping.
One environment, one access token
All the companies in a multi-payroll setup share a single Rotaready environment, which holds one valid access token at a time.
⚠️Important! Connecting or reconnecting any company replaces the stored token for all of them. Take particular care with credentials in a multi-payroll setup.
Set-by-step setup
Step 1: Access the integration settings
In Paycircle, go to Company settings, then Integrations.
Find the Time and Attendance block.
Click Connect.
Step 2: Enter your Rotaready credentials
📌Note: The Realm ID is case-sensitive, so enter it exactly as provided.
Enter your Realm ID, Key and Secret.
Click Connect.
Step 3: Map your sites to payroll companies
⚠️Important! This step cannot be revisited. Once a company is connected with sites selected, there is no route back to this screen.
After connecting, you will see every site from Rotaready listed against each payroll calendar it is used on.
Tick the sites that belong to this payroll company on the payroll calendars that apply to it.
Click Next to confirm the mapping and complete the connection.
Repeat for each payroll company in turn.
Step 4: Map each site to a business category
⚠️Important! An employee assigned to a site with no business category mapped raises a Critical alert, which blocks the payroll run for that company until it is dismissed.
Each connected site needs mapping to a Paycircle business category in each company.
Step 5: Match your employees in each company
Work through the team mapping screen for each payroll company in turn.
What is and isn't supported
Supported
A single Rotaready environment 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.
Not supported
Moving an employee between payroll companies. The integration does not carry out the move in any direction. It detects that the site and calendar on the employee's job record now belong to a different company, blocks the change, and raises a Critical telling you what to do. The move itself is always manual.
Adding a site to a live connection. This requires support.
Managing team member payroll moves
An existing employee moving with the same PAYE reference
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 failed employee update events.
Review and update pay values to ensure they are correct in the new payroll.
An employee moving between different PAYE schemes
⚠️Important! You cannot use PAYE Mover when payrolls use different PAYE schemes.
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.
After completing the leaver and new starter steps, go to Team, then Rotaready Updates, find the CRITICAL alert, and click Dismiss to unblock payroll.