Payroll IDs for employees linked through the Rotaready integration are managed automatically in Paycircle, based on the Payroll ID held in Rotaready. Below, you'll find how the Payroll ID is set, how to resolve a conflict, and how to change a locked Payroll ID.
How payroll ID mapping works
When Rotaready supplies a Payroll ID
Paycircle checks whether the ID is already in use before it applies the ID.
If the ID isn't already in use, Paycircle applies the Payroll ID from Rotaready to the employee's record. The field is then locked, so it appears greyed out and can't be edited manually.
If another employee already uses the ID, a conflict is raised, as described below.
When Rotaready supplies no Payroll ID
Paycircle assigns one automatically, using the next available sequential number. The field is editable, so you can change it if needed.
Payroll ID conflicts
A conflict occurs when the Payroll ID from Rotaready is already held by a different employee in Paycircle. When a conflict is raised:
The Payroll ID isn't applied to the employee.
A warning is recorded against the event on the Rotaready Updates page.
The Payroll ID field remains editable, so you can resolve it manually.
To resolve a conflict:
đNote: Payroll ID conflicts don't prevent the employee from being created or updated in Paycircle. Only the Payroll ID field is affected. All other data continues to transfer normally.
Identify which employee in Paycircle currently holds the conflicting Payroll ID.
Determine which employee should hold that ID.
Update the Payroll ID in Rotaready or Paycircle as appropriate, then retry the event.
Change a locked Payroll ID
â ď¸Important! You can't edit a locked Payroll ID in Paycircle.
To change it:
Update the Payroll ID in Rotaready.
The integration applies the new value at the next update event.
What the Payroll ID is used for
The Payroll ID is a reference identifier for the employee within Paycircle. It's separate from the HM Revenue and Customs (HMRC) Submission ID, which is used for Real Time Information (RTI) submissions and is managed separately. The integration uses the Rotaready ID, not the Payroll ID, to link employees between the two systems.