The integration is enabled on a per-customer basis. Contact your onboarding representative to have it enabled before setup can begin.

You need three things from Rotaready: a Realm ID, a Key, and a Secret. Contact Rotaready by emailing [email protected] or posting in the Rotaready Help Me! Teams channel. Save these securely as soon as you receive them because they will not be visible again once the connection is saved.

Check that the Realm ID contains letters and numbers only with no spaces or special characters. Double-check the Key and Secret for typos. If the credentials are correct and the connection still fails, contact Rotaready support.

The 4-4-5 option only appears for companies with a Monthly pay frequency. Check and update the pay frequency setting in Paycircle before attempting to configure reference periods.

Only if your business operates on a 4-4-5 weekly cycle. If you run a standard calendar month payroll this is not needed. See the Configure 4-4-5 Reference Periods article for full guidance.

Contact your onboarding representative if you need to add a new site to an existing integration.

The employee must be approved in Rotaready before they appear in the integration. Unapproved employees are not included. Check their approval status in Rotaready first.

Do not accept the match. Use the manual search option to find the correct Paycircle employee and match them manually. If needed, update the employee's details in Rotaready to improve future automatic matching.

Review the details carefully and check the date of birth and National Insurance number to confirm the correct record. If one was created in error, remove the duplicate from Paycircle and match the correct record.

Yes. Find the employee on the matched employees screen and select Unmap. They will return to the unmatched list and can be rematched correctly.

The integration treats an employee as a new starter if their start date falls on or after the start date of the current Paycircle pay period. New starters are created as complete and ready for payroll. Employees who do not meet this definition will be created as incomplete and payroll admin will need to manually add year-to-dates and the correct tax code before they can be paid.

If no starter declaration is specified in the employee's Rotaready profile, the integration defaults to Declaration B. This will appear as a warning on the Rotaready Updates page: "Starter declaration defaulted to B". If Declaration B is incorrect, update it in Paycircle before their first payment is processed. Submitting an incorrect starter declaration on the FPS will affect the employee's tax code and may require correction with HMRC.

The integration is real-time and webhook-driven. Hours flow to Paycircle only at the moment a rota day is signed off and only if the integration is active and the employee is already matched at that point. If either condition was not met when sign-off happened, those hours will not flow through automatically.

To recover the missing hours, navigate to the affected weeks in Rotaready, reverse the sign-off for each affected day, then sign those days off again. Re-signing triggers a fresh webhook which Paycircle will process as normal. This is the only way to send historical hours through.

Operational note: For larger organisations with many site managers, this can be a significant amount of work. Identify affected periods early and agree a plan with your onboarding representative before the first payroll run.

Note the exact element name as shown on screen. Go to pay elements in Paycircle and create the element using that exact name, character for character, including capitalisation. Return to the compatibility check and refresh. The warning should clear.

No. The integration matches pay elements by name only and there is no manual mapping tool. The names must be identical in both systems. Even one character difference will prevent the match.

Yes and this is important and easy to get wrong. If a pay element is configured as positive in Rotaready but the corresponding element in Paycircle is set up as a deduction, the integration will transfer the data but the calculation in Paycircle will be incorrect. Always verify that the payment or deduction direction is consistent between both systems before go-live. If a customer reports unexpected pay values and element names match correctly, check this first.

No. The name 'Holiday Finalisation' is reserved by the integration for the automated holiday finalisation process. If you need to manage leaver holiday payments and deductions manually via pay elements, use different names: one for the payment element and a separate distinct name for the deduction element.

No. TRONC is not supported by the integration. Process TRONC manually by exporting from Rotaready as a CSV and importing into Paycircle separately.

Before the integration can send overtime data, overtime rules must be set up in Rotaready. Navigate to Settings > Pay Rules in the relevant Rotaready environment and ensure the appropriate overtime rules are configured. Without this setup, Rotaready will not generate any overtime values to send.

No. For salaried and hourly rate employees, overtime is handled automatically provided the correct rules have been configured in Rotaready first. For example, an uplift rate of 1.5x for hours worked over 40 will flow through to Paycircle automatically.

Daily rate employees are not processed in the same way. Overtime for daily rate employees must be communicated to your payroll team manually, either by raising a separate entry in Rotaready or by adding a note in the notes section in Paycircle.

Make sure your payroll administrators are aware of this distinction before go-live.

No. The integration is one-way only and data flows from Rotaready into Paycircle. Nothing flows back from Paycircle to Rotaready.

These details transfer via the User Updated event when they are changed in Rotaready. Check the Rotaready Updates page for the employee, look for a failed event, and review the error message. The most common cause is an invalid data format in Rotaready. Correct the data in Rotaready and retry. Bank details require both a valid sort code (6 digits) and a valid account number (8 digits) and both must be present for the transfer to succeed.

Hours only transfer when a rota day is signed off in Rotaready. Check that the rota has been signed off. If it has, check the Rotaready Updates page for any failed sign off day events and retry if needed.

No. Unpaid absence does not currently transfer and must be entered manually in Paycircle. This applies to salaried staff on unpaid sick leave beyond SSP entitlement, unpaid sabbatical, and unauthorised absence.

No. Salaried holiday does not sync through the integration by design. Salaried employees receive their salary regardless and holiday absence does not generate a separate pay element.

This is expected behaviour. Paycircle assigns HMRC submission IDs sequentially and does not use Rotaready's ID values. The IDs will never match between the two systems and manual tracking across both is required.

Yes. When a leave date is added in Rotaready, the leave date, leaver reason, and leaver notes will transfer to Paycircle via an employment event. We recommend verifying final leaver holiday pay in Paycircle before the payroll run.

Rotaready is the master system for all data managed by the integration. When any detail is updated in Rotaready, even something unrelated such as an address change, a User Updated event is sent to Paycircle which re-syncs all integration-managed fields. Any correction made only in Paycircle will be lost at that point.

To make a permanent correction, update the record in Rotaready first and the integration will carry it through to Paycircle automatically.

Exception: HMRC student loan notices. If HMRC has issued an official student loan start or stop notice and Paycircle has applied it, HMRC takes precedence from that point forward and Rotaready updates will not overwrite that setting.

P6 and P9 notices are tax code changes only and are not student loan update notices. Student loan settings are carried forward unchanged when a P6 or P9 is received.

Student loan settings are only updated via two routes: a User Updated webhook from Rotaready, or a dedicated HMRC student loan start or stop notice. Once the HMRC company-level link is active and HMRC has issued a student loan notice, Paycircle treats HMRC as the source of truth from that point forward.

Yes. 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 remains on their home payroll throughout.

If you want cover shifts to be clearly identifiable on payslips, create dedicated shift types in Rotaready such as 'Bar Staff Cover' alongside 'Bar Staff'. These appear as separate lines on the current period view and on payslips. To allocate the cost to the correct business category, the payroll admin applies a business category override to the relevant pay element.

The most common reason is that the pay period is in a Calculated state. The integration pauses automatically during this time to prevent data conflicts. Events will process automatically once the pay period moves out of Calculated state and no action is needed.

It means the event processed but something was flagged. Not all warnings need action. Prioritise warnings about pay elements not being found, employees not being mapped, or missing hourly rates, as these can affect pay. See the Understanding Warnings and Errors article for full guidance.

Integration events are classified into four severity levels:

Always prioritise the following warnings as they are most likely to affect payment: 'user has not been mapped, skipped', 'pay element not found', and 'no hourly rate found'. Contact your onboarding representative if you are unsure how to interpret a specific warning.

Investigate the following warnings promptly as they may result in an employee not being paid or being paid incorrectly:

The following warnings typically do not require immediate action but should still be reviewed in context:

CRITICAL is the highest severity level in the integration. Unlike warnings which are informational and do not block processing, or errors which indicate a failed event, a CRITICAL alert signals that something has happened which will prevent an employee from being paid correctly if not resolved. CRITICAL alerts appear in red at the top of the Rotaready Updates page and can be filtered separately from other messages.

Currently the integration raises a CRITICAL alert when it detects that an employee's appointment change in Rotaready would move them between Paycircle payroll companies. The integration automatically blocks this from processing to prevent the employee from entering a state where their shifts stop flowing correctly. You must resolve this manually before payroll can run.

No. Payroll processing is blocked until all active CRITICAL alerts have been dismissed. Once you have manually resolved the underlying issue, either by using the PAYE mover function in Paycircle or by making the employee a leaver in one company and a new starter in another, you can dismiss the alert and payroll will be unblocked.

Important: Before dismissing, make sure you have fully resolved the underlying issue in Paycircle. Dismissing an alert without taking action first will leave the employee in an incorrect state and their shifts may stop flowing correctly.

Once the issue is resolved, navigate to Team > Rotaready Updates, locate the CRITICAL alert, and click Dismiss. You will be asked to confirm before the alert is cleared. All dismissals are recorded in the activity log with a full audit trail.

Only users with a payroll administrator role can dismiss CRITICAL alerts.

The activity log records who dismissed the alert, the exact time, which employee was affected, and what the alert related to. This is visible in Paycircle so that support queries can be resolved quickly without escalation.

Yes. The same underlying issue can generate a repeated warning on each sign-off day. It represents one issue and not multiple separate problems. Resolve the underlying cause and the repeated warnings will stop.

Navigate to Team > Rotaready Updates, filter by Failed, select the event, and click Retry. For multiple events use the checkboxes and select Bulk Retry. Always resolve the underlying cause before retrying or the event will fail again.

Pending events are queued and waiting to process. A small number at any time is normal. If an event has been pending for more than a day, check whether the pay period is in a Calculated state. If the pay period is open and the event still has not processed, contact your onboarding representative.

Yes, always. Review and resolve any failed events before moving the pay period to a Calculated state. Once payroll is in a Calculated state the integration pauses and no further events will process until it moves back out.

Check the Rotaready Updates page for any failed or warning events for that employee. Look specifically for pay element not found errors, missing hourly rate warnings, or sign off day events that failed. Cross-reference the hours in Rotaready against what has come into Paycircle. If the hours look correct but the value is wrong, check that the positive/negative configuration of the relevant pay element is consistent between both systems.

Yes. The integration supports customers with multiple payrolls across a single Rotaready realm. Each Rotaready site and payroll calendar combination maps to a specific Paycircle payroll company. If you are interested in multi-payroll, speak to your onboarding representative.

Multi-payroll means a single Rotaready realm is connected to multiple Paycircle payroll companies. For example, 'Site A Weekly' maps to Paycircle Company 1 and 'Site B Monthly' maps to Paycircle Company 2. Each employee's hours and data are routed to the correct payroll automatically based on their site and payroll calendar assignment in Rotaready.

A single move from payroll A to payroll B is supported via Paycircle's Move Payroll function. When the integration detects this type of move, it raises a CRITICAL alert in Paycircle to ensure the move is reviewed and manually actioned before payroll runs. Contact your onboarding representative when an employee is moving payrolls so the move can be handled correctly.

A move back to a previous payroll (A to B to A) requires support involvement to process correctly. Contact your onboarding representative as soon as you are aware of this scenario so it can be handled before the next payroll run.

How are sites mapped to payrolls in a multi-payroll configuration?

During initial setup, the integration pulls through all sites and their associated payroll calendars from the Rotaready realm. Each site and payroll calendar combination is then mapped to the relevant Paycircle payroll company. Your onboarding representative will support you through this mapping at setup.

First check whether the employee has been paid from the incorrect payroll.

If they have been paid, use the PAYE Mover function to move them to the correct payroll:

If the employee has not yet been paid:

Where both payrolls share the same PAYE reference number, use Paycircle's PAYE Mover function:

The integration will raise a CRITICAL alert when it detects a payroll move. Follow the on-screen instruction to use the PAYE Mover rather than attempting to process the move through the integration automatically. Complete the steps above first, then navigate to Team > Rotaready Updates, locate the CRITICAL alert, and click Dismiss to unblock the payroll run.

This cannot be handled via the PAYE Mover function because that only works within the same PAYE scheme. When the integration detects a cross-PAYE move, it will fail the event and raise a CRITICAL alert in Paycircle, blocking the payroll run until it is resolved.

The correct process is:

This approach is required by HMRC. A leaver submission must be made on the old scheme and a new starter submission on the new one. Reactivating the same employee record under a different PAYE scheme will cause an HMRC data mismatch.