Availability is controlled by a setting on your Paycircle company, so the option isn't present for every company by default. If you can't see it, check that you have company settings access, then contact support to have the integration enabled.

You need three things from Rotaready: a Realm ID, a Key and a Secret. Contact Rotaready by emailing [email protected]. Save these securely as soon as you receive them, because they won't be visible again once the connection is saved.

The message is the same whichever credential is at fault, so it won't tell you which one to look at. Check all three of the following:

The 4-4-5 option appears only for companies with a Monthly pay frequency, and it is hidden rather than greyed out. Check and update the pay frequency setting in Paycircle before you try to configure reference periods. The integration must also already be connected.

Only if your business operates on a 4-4-5 weekly cycle. If you run a standard calendar month payroll, you don't need it. See Configure 4-4-5 reference periods.

A last-day-of-month pay date commonly fails this test. Each pay period's pay date must fall after the end of its reference period. If a single month in the tax year fails that test, the whole configuration is rejected. For an end-of-month pay date, see Set up offset reference periods for Rotaready, which anchors periods to the pay date instead.

Sites are selected while the connection is first established, and that screen can't be reached again afterwards. A site added later therefore can't be linked from within Paycircle, and you need to raise it with support.

In Rotaready, the employee needs both a site and a payroll calendar, and the company must be connected to that site on that calendar. The payroll calendar is the usual cause. If it is missing, or the employee's site wasn't one of those selected at connection, the employee doesn't appear at all. They are absent rather than listed as unmatched, and no warning is raised.

Automatic matching requires the National Insurance number to be identical in both systems. The comparison is exact, so a difference in spacing or capitalisation prevents a match. An employee without a National Insurance number in Rotaready will never be matched automatically.

Yes. On the Rotaready Data Sync page, click Review matches under Employees, find the employee, then click Undo. The employee returns to the list of people available to match, and you can rematch them correctly.

It is the name of a standard Paycircle adjustment type, and shift and hours-based pay is created against it. It isn't a pay element you create with that name. If you're unsure whether your pack is set up correctly, check with your Paycircle administrator before go-live.

Matching is on the element name, and it isn't case-sensitive, so capitalisation doesn't need to agree. Spacing and punctuation do.

No. The integration matches pay elements by name only, and there is no manual mapping tool.

Holiday behaves differently. A missing Holiday Pay element causes holiday to be skipped for every employee, with a warning, while the rest of the import still processes.

Yes. When an employee works a cover shift at a different site, the shift data flows automatically from Rotaready into Paycircle through the rota sign-off process. The employee stays 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 in the current period view and on payslips.

Paycircle handles cost attribution automatically. When a cover shift arrives from a different entity to the employee's home site, Paycircle applies the business category of that site to the relevant pay element, so no manual override is needed. The attribution carries through to payroll runs, payslips, the Payment Summary report and journal exports.

For this to work, every entity that employees may cover at must have a business category assigned in Paycircle. See Cross-Site Cover Shift Processing for full details.

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 process automatically once the pay period leaves the Calculated state, so no action is needed.

Critical is the highest severity level. Warnings don't block processing, and errors indicate a failed event. A Critical alert signals that something has happened that will prevent an employee from being paid correctly if it isn't resolved. A red banner at the top of the Rotaready Updates page shows how many Critical alerts need dismissing before you can run payroll.

Administrator roles other than Admin Lite can dismiss alerts. Every dismissal is recorded in the activity log, with the user, the date and time, and the text of the alert.

Yes. The integration supports customers with multiple payrolls across a single Rotaready environment. Each Rotaready site and payroll calendar combination maps to a specific Paycircle payroll company.

You move the employee manually, using the Move Payroll function in Paycircle. The integration doesn't carry out the move. When it detects the change, it raises a Critical alert so you can review and action the move before payroll runs. Contact support when an employee is moving payrolls so the move can be handled correctly.