Business category mapping links each Rotaready site to a Paycircle business category, so that employee pay is attributed correctly in Paycircle reporting. Follow the steps below to set up and manage the mapping.
Why it matters
When a rota sign-off comes into Paycircle, the integration assigns a business category to each employee based on the site they are assigned to in Rotaready. If that site has no category mapped, the import raises a Critical alert. A Critical alert blocks the payroll run for that company until it is dismissed.
Without a mapping, a Critical alert is raised for every employee whose site has no mapping, and those alerts block the payroll run until they are dismissed.
How the mapping works
Each Rotaready site maps to one Paycircle business category. The mapping is one-to-one: one site, one category.
The category is assigned at the employee level for home shifts. For cover shifts, where an employee works at a different site, the business category of the site where the shift took place is applied to that pay element automatically. This override is applied at the individual pay element level, so a single payslip can contain a mix of home and cover shift pay elements, each attributed to the correct location. See Cross-Site Cover Shift Processing for full details.
đNote: Departments are not set by the integration. Each employee receives the single business category mapped against their site and payroll calendar. A department is not populated alongside it.
Setting up the mapping
Use the Rotaready Data Sync page to assign a business category to each site.
Before you start, make sure the business categories already exist in Paycircle. This screen assigns categories, but it does not create them.
Click Settings, then click Edit on Time and Attendance.
Click Go to mapping. This opens the Rotaready Data Sync page.
Under Entity Mapping, click Map now.
Where mappings already exist, this reads Review mappings instead.
For each site listed, select the Paycircle business category it should map to.
Click Save.
Multi-payroll environments
If you run a multi-payroll setup, each Paycircle company has its own mapping screen. Sites connected to that company appear on its mapping screen, and sites connected to other companies do not.
When a new site is added in Rotaready
â ď¸Important! Do not disconnect and reconnect to add a new site. Disconnecting removes your site selection, every employee link, salary settings, and reference period configuration. Contact support instead.
A site added to Rotaready after the integration is connected does not appear automatically in Paycircle. Adding it to the connection requires support involvement, as it cannot be done from within Paycircle.
What the Critical alert looks like
The alert reads: "Business category mapping missing for the employee's site." It is raised at Critical severity, which means it appears at the top of the Rotaready Updates page in red. It is raised per employee, so a new site with ten employees produces ten Critical alerts.
Dismissing the alerts without mapping the site clears them from the page, but they reappear on the next import. The only way to stop them recurring is to map the site.
Ongoing management
Once mapped, the mapping persists unless the integration is disconnected. You do not need to remap sites each pay period. Where a site is renamed in Rotaready, the mapping is retained, because the link is on the site identifier rather than the name. Where a site is deleted in Rotaready, the mapping is removed. If the site is recreated, it needs mapping again.
Business categories and cost reporting
â ď¸Important! The integration manages business categories for employees it has created or matched. Where you also manage business categories manually for those employees, the integration will overwrite your manual entries at the next update event.
The business category assigned through the integration is the same field used in Paycircle cost reporting. Where an employee's category changes because they move to a different site in Rotaready, the next User Updated event writes the new category to Paycircle.