Onboarded Integration

Overview

This article details the integration between Onboarded (HR Employee Onboard Software) and Astute Payroll, covering how the integration is set up, the fields that are mapped, and other important considerations when using the integration.

Please read this article thoroughly to understand how the integration works and implications for your payroll team.

Integration Setup

Before you can use the integration, you'll need to set up an API user in your Astute portal. To allow the system to connect with your Onboarded database, you will need to set up an API key, username, and password.

Onboarded uses these details to allow the flow of data into Astute, so you will need to provide this information to them. 

In Astute, the API user is a Portal Administrator profile for Onboarded to access your portal. To do this:

1. Go to Users > Staff/Admins > Create New User.

2. Set the Profile Type as Administrator with the below username details:

   • First Name: Onboarded

   • Last Name: API

3. Click Create User.
   
   

4. Enter a Primary Email Address for the password to be sent to.
   

5. If you have multiple entities, go to the Job Details tab and select an Associated Entity from the dropdown list.

6. Click Save and Activate.
   

7. Retrieve the email and login, and complete the password set up. Ensure you also set up Two Factor Authentication (2FA) to keep your portal secure. Store the password securely, as you will need to provide it to Onboarded.

8. Once the password has been set up, email [e-mail] requesting that full API access be enabled on the new profile, including the portal URL and the name of the profile in your email.

9. Once our Support Team has confirmed this has been done, send the API details through to Onboarded to configure your integration:

   • API Key will be the first part of the URL (eg yourportal.astutepayroll.com will have an API key of yourportal).

   • API Username is as per the administrator account you set up (onboarded.api)

   • Password as per the administrator account you set up (ensure you send this securely, eg via https://pwpush.com/ or SMS)

Mapped Fields (PAYG Employees)

Onboarded are committed to making things as easy as possible for you. If there are items not integrated that you would like to discuss adding into the integration, we encourage you to reach out to them to discuss this.

Astute Field	Integrated?
Personal Details > First Name	Yes
Personal Details > Middle Name	TBC
Personal Details > Last Name	Yes
Personal Details > Known As	TBC
Personal Details > Date of Birth	Yes
Personal Details > Gender	Yes
Personal Details > Primary Email	Yes
Personal Details > Payslip Email	Yes
Personal Details > Phone Number	Yes
Personal Details > Mobile Phone	Yes
Personal Details > Street Address	Yes
Personal Details > Town / Suburb	Yes
Personal Details > Region	Yes
Personal Details > Emergency Contact > Full Name	Yes
Personal Details > Emergency Contact > Relationship	Yes
Personal Details > Emergency Contact > Email Address	No
Personal Details > Emergency Contact > Phone	Yes
Personal Details > Emergency Contact > Street Address	No
Personal Details > Emergency Contact > Town / Suburb	No
Personal Details > Emergency Contact > Region	No
Employment > Pay Type	Yes
Employment > Permission Group	No
Employment > Engagement	Yes
Employment > Pay Through	Yes
Employment > Pay Cycle	Yes
Employment > Employment Start Date	Yes
Employment > Termination Date	No
Bank Accounts > Primary Account > Account Name	Yes
Bank Accounts > Primary Account > BSB Number	Yes
Bank Accounts > Primary Account  > Account Number	Yes
Bank Accounts > Secondary Account > Account Name	No
Bank Accounts > Secondary Account > BSB Number	No
Bank Accounts > Secondary Account  > Account Number	No
Bank Accounts > Third Account > Account Name	No
Bank Accounts > Third Account > BSB Number	No
Bank Accounts > Third Account  > Account Number	No
Pay Item > Superannuation	Yes
Tax & Super > Full Tax Form	No
Tax & Super > Tax File Number	No
Tax & Super > Tax Table	Yes
Tax & Super > Super Fund Name	Yes
Tax & Super > Super Fund ABN	Yes
Tax & Super > Super Product Name	Yes
Tax & Super > Super Fund USI	Yes
Tax & Super > Super Account Name	Yes
Tax & Super > Super Member Reference	Yes
Employment Eligibility > Visa Type	No
Employment Eligibility > Employment Eligibility	No
Employment Eligibility > Visa Expiry	No
Employment Eligibility > Visa Sighted & Verified	No
Employment Eligibility > Date Verified	No
Employment Eligibility > Verified By	No
Employment Eligibility > Country of Passport	No

Other Considerations

Tax Forms

Tax Forms are currently not integrated between Onboarded and Astute Payroll, as Astute does not have API endpoints for Onboarded to push the data into.

You will see Onboarded push some tax related details (eg tax table), but not the full tax form which needs to be completed directly in Astute, either by the employee or by an admin if the details were already captured in Onboarded.

Note: There are no current plans for this to be introduced and it is not on the Astute roadmap. Onboarded have committed to adding it into the integration to streamline the process even further should the capacity to support it become available in Astute. 

Dummy Job

The Onboarded Integration will create a dummy job (in order to create the employee record) when pushing data into Astute.

The dummy details are set up in such a way that it does not interfere with your usual data and reporting, including no timesheets being generated for the dummy job.

Employment Start Date

The Employment Start Date from Onboarded will come through as 01/01/2040. Once you place the employee into a job and the job is sent into Astute from your ATS/RMS, please note their Employment Start Date will automatically update to their true employment start date based off of their first Job Start Date.

Alternatively, if you do not have an integrated ATS/RMS and you are currently manually creating employee records, you will need to update the Employment Start Date to the true start date before setting up their first job.

Employee Remote ID

Onboarded will send the same Employee Remote ID as what your ATS/RMS Integration will send, ensuring no duplicate profiles are created once employees actually get placed out.

If you do not have a ATS/RMS Integration and currently create employees manually in Astute, even better; you don’t have to worry about this piece.

Superannuation Item

The Onboarded Integration can conveniently attach your superannuation guarantee item automatically to new PAYG Employee profiles for you, saving you from doing this manually if it’s not automatically done for you with your ATS/RMS Integration currently.

Drafts

Please note that the Onboarded integration does not work with our 'Drafts' functionality. If you currently use this functionality, it cannot be used in conjunction with Onboarded and will need to be switched off.

You will need to use the Job Report to manually monitor any new jobs coming into your portal via both the Onboarded integration and any other RMS/CRM integrations that you may have in your poratl, so that you can apply any additional details onto these jobs.