When this integration is enabled, employees clock on and off with a quick face check via a Doorkeeper Pro kiosk. Timesheets are automatically created, and that data is sent to Employment Hero - Payroll to apply rounding rules and all payroll related award calculations.

This automation eliminates paper methods, and saves you hours in admin time. It also provides you with a new dimension of data: Nirovision records will retain real attendance data, whilst rounding will be applied in Employment Hero - Payroll for accurate payroll processing.

How the integration works

Once the integration is enabled, it will be responsible for two main tasks: keeping the Nirovision database in sync with Employment Hero - Payroll and automatically creating and syncing time sheets for individuals who clock on and off via Doorkeeper Pro or a QR.

Once enabled, the integration will:

1. Create Identities in Nirovision, for every Employee in Employment Hero - Payroll.

   When a new Employee is created in Employment Hero - Payroll, it will be synced to Nirovision within 60 seconds, creating a Profile. Profiles created (or updated) via this integration will display a widget with the record’s Employee ID (Employment Hero - Payroll internal ID).
   

   
   
   

   Only the person’s name, profile image (if any), email and phone number are synced to Nirovision.

2. Enrol Profile Images seamlessly and automatically during registrations.

   When a new Employee clocks on for the first time, via Doorkeeper Pro or QR code, they will be asked to confirm their name, email and phone number. Based on the integration settings, if the email and/or phone matches a record synced from Employment Hero - Payroll.

   1. If it does, the image collected during this clock on event will be added to this person's Nirovision profile.

   2. If it doesn't, a new profile will be created for this person.

3. Collect real in and out entry times, creating digital logs accessible via the Nirovision applications.

   When someone checks in (or out) using Doorkeeper, a digital record is created in the Nirovision system, including check-in and check-out times, location, temperature/BAC and survey answers and files (if available).

4. Create timesheets in Employment Hero - Payroll automatically, applying rounding rules (if any).

   Every time an Employee checks out, a timesheet is automatically synced to Employment Hero - Payroll, applying rounding rules and award calculations configured in the payroll module, ready to be approved by a manager. Timesheets in EH Payroll are created in ISO format, for example 2023-12-04T02:34:57.668Z.

5. Trigger real-time alerts upon issues.

   STOPs can trigger real-time alerts, to know as soon as an issue occurs. Read this document to learn more about alarms and how to set them up.
   

👉 Learn more about the Employment Hero - Payroll integration benefits.

⚠️ Before you start

• Collect your Employment Hero - Payroll account's API Key. These instructions will show you how (from Employment Hero's website).

How to enable the Employment Hero - Payroll integration

1. On the Nirovision Web App 🖥️, click on your account name on the top right corner, navigate to Settings > Company > API and Integrations > Integrations and look for the Employment Hero - Payroll row. Click on Add to start configuring this integration.

2. Once in the Employment Hero - Payroll Configuration dialogue, paste your API Key, and click Next.

3. Choose the Employment Hero - Payroll business you want to sync with Nirovision, and click Next.

4. Now it's time to configure the two components of this integration: Profile syncing and Timesheet syncing.

📌 Profile syncing (from Employment Hero - Payroll ➡️ Nirovision).

• Choose a label to apply to synced Identities so you can easily distinguish them. Make sure there's an Access Rule for it.
  

  
  
  

• Choose how to assign profile images during enrolment: merge using email AND phone, or email OR phone.
  

  
  
  

  The first time someone presents to a Doorkeeper kiosk, they'll be asked to provide their name, email and phone.

  • Nirovision will look for a match against the records synced from Employment Hero - Payroll based on this option.

  • If at least one character does not match, a duplicate will be created. Learn how to fix them!
    

📌 Timesheet syncing (from Nirovision ➡️ Employment Hero - Payroll).

• Choose the Nirovision locations that will sync timesheets to Employment Hero - Payroll. You can further select specific labels that will only sync to timesheets.
  

  
  
• The Nirovision integration directly writes the check-in and check-out times to the timesheet in Employment Hero. The integration does not write any data to Time and Attendance reports. If you would like to have a similar attendance feature like in Employment Hero, you can use Nirovision attendance from the web app. 
  
• If you would like to round the check-in and check-out times in Employment Hero timesheets, you will need to head into Business > Payroll Settings > Timesheet Rounding. You can adjust the rounding to your preference under Shifts. 

📌 Timesheet syncing

1. The integration is only able to create timesheets, it cannot edit the check-in or check-out times once it has created the timesheets in Employment Hero.
   
2. If your location in Nirovision has auto check-out configured, any profiles that have auto checked-out will not have a timesheet created. Admins must review the checkout and correct the time in Nirovision for the integration to create timesheets in Employment Hero. Be aware that once this is done, it is not possible to edit the check-in or check-out times in Nirovision to reflect back to the timesheet in Employment Hero. Admins must log into Employment Hero and edit the timesheets from there.

📌 Additional options - Contact our support team to select the details you'd like to sync of each employee and if you have Inactive employees that you would like to exclude from the sync to Nirovision.

Once you have configured the above, ensure that you click on the blue Save button. You will be redirected back to the API & Integrations page of Nirovision. A green [Enabled] tag will appear next to Employment Hero - Payroll to indicate that the integration with Employment Hero - Payroll has been successful.

How entry processes work when the integration is enabled

1. As soon as the integration has been enabled, Nirovision will start syncing Employees from the selected Employment Hero - Payroll business.

• Profiles will be created with a Name, Email and Phone Number, and also a Employment Hero - Payroll ID.

• They will also be labelled based on your Step 4 selection, in this case, a "Employment Hero" pink label.
  

  
  
  

2. The first time someone approaches a Doorkeeper kiosk, they’ll be asked to scan a QR code. This will take them to a sign-in page, where they’ll be asked to fill in their details, take a photo and consent to face-rec.

3. Based on your Step 4 selections, Nirovision will look for a match against the provided phone number and email, or one or the other. If there's a match, the profile image collected will update the person's Identity in Nirovision. Based on your access rules, the person will also be checked in.

4. The next time they approach Doorkeeper, they will be checked out. This will automatically create a timesheet in Employment Hero - Payroll, applying rounding rules (if any).

That way, Nirovision will display real attendance times for your staff, whilst Employment Hero - Payroll will have rounded timesheet details.

Common issues

❓ Stop reasons, and how to deal with them

Below is a list of reasons why someone may be stopped at Doorkeeper, and how to address each situation - you can always email support@nirovision.com if you need more help.

Every STOP event is recorded in the Check-ins and Events view of Activity and can trigger real-time alerts.

🛑 No Access:

There are 2 reasons for a "no access" error: no access rule has been configured for the label applied on the person's profile OR no label has been applied to the person's profile.

• Diagnose: Check the person's profile and access rules for corresponding label.

• Action: Create label and/or access for the person to check in.

🛑 Invalid Document/Survey:

There is an expired or rejected document or survey assigned to this person that has triggered a STOP.

• Diagnose: review the documents and surveys for this person.

• Action: the worker will need to re-upload the document or re-do the survey correctly to be checked in.

🛑 Missing Document/Survey:

A document or survey may be missing for this person which has triggered a STOP.

• Diagnose: review the documents and surveys for this person.

• Action: the worker will need to upload a document or fill in a survey presented by Doorkeeper to be checked in.

🛑 Document expired

A document or survey may be expired which triggered a STOP.

• Diagnose: review the documents and surveys for this person.

• Action: the worker will need to re-upload or re-fill a new version of the document or survey to be checked in.

🛑 Document missing

A document may be missing for this person and therefore triggered a STOP.

• Diagnose: review the person's profile to verify if the document has been uploaded.

• Action: the worker will need to upload the document in order to be checked in.

🛑 Document/Survey pending approval

A document or survey for this person may be pending approval in the Nirovision web app.

• Diagnose: review the document or survey in this person's profile.

• Action: approve or reject the document or survey.

🛑 Temperature too low

The temperature recorded for the worker is too low and was denied access.

• Diagnose: Review this worker's check-in record to validate the result.

• Action: Retake the temperature.

🛑 BAC/Temperature too high

The worker has exceeded the maximum threshold defined for the site and will be denied access.

• Diagnose: Review this worker's check-in record to validate the result.

• Action: Follow your site's health procedures.

🛑 BAC not provided

The worker has not yet provided BAC and therefore triggered a STOP.

• Diagnose: Review the worker's check-in record to check if BAC was provided.

• Action: the worker will need check their BAC in order to be checked in.

🛑 Invalid Check-in Location:

The worker's check-in location does not match the location/ the location was not provided during checkin defined for the site and will be denied access.

• Diagnose: review the check-in record to identify the location of the person at the time of check-in. Review the address and defined radius, there may be a chance the defined radius size may be too big or too small.

• Action: the worker will have to check in at the location defined in Nirovision. Redefine the radius size in the Nirovision web app.

🛑 Missing Check-in Location:

Permission for location services was not granted or the location could not be found due to a firewall policy.

• Diagnose: review the check-in record to identify the location of the person at the time of check-in. Review the address and defined radius, there may be a chance the defined radius.

• Action: the worker will have to grant permission for location services to verify the check-in location.

🛑 Too far from location:

The radius of the check-in location is too small.

• Diagnose: review the check-in record to identify the location the person at the time of check-in. Review defined radius of check-in location in Web App settings.

• Action: the worker will have to check in at the defined location radius. Configure the radius size to be bigger.

🛑 Invalid Host:

An error displaying "Invalid Host" means that the host selected does not have an email and we were unable to notify them.

• Diagnose: review the Host details.

• Action: add an email to the profile of the Host selected.

🛑 Host not provided:

A host was not selected in the host selection part of the check in process.

• Diagnose: review the check-in record of the person in the Activity view.

• Action: Verify and contact the team member the person has chosen to see.

🛑 No reason listed:

An error occurred while logging the reason behind this stop event. Reach out to support@nirovision.com for further help.

❓ Timesheets were not automatically created for Employee

There are several reasons for timesheets not being automatically created for an employee:

❗️They were stopped.

      Stops will not be recorded as a check-in and therefore, does not count toward attendance in Nirovision.

❗️ They forgot to check out and were auto-checked out.

      Auto checkouts does not accurately depict a worker's attendance and therefore does not count towards

❗ No Match due to duplicate.

      To ensure that attendance records are synced to Employment Hero - Payroll timesheets, ensure that there are no duplicate profiles in Nirovision.

❗ No Match due to low quality profile image

      A duplicate could be created due to a low quality profile image synced from Employment Hero - Payroll. If this happens, merge the profiles.

❗ The integrations are not linked

      Enable the integration. If Integration does link please reach out to support@nirovision.com for further help.

❗️Abandoned check in

      An abandoned check in will result in a WAIT record. You can review this in the Activity view of the Nirovision web app.

❗ Timesheets had miscalculated rounding in Employment Hero - Payroll

      Reach out to support@nirovision.com for further assistance.

❗️Doorkeeper errors

      There are 2 special case Doorkeeper errors:

• Temperature missing: no thermometer is connected, but temperature is required for check in.

  • Reconnect the thermometer via Bluetooth.

• Location missing: location not provided, device permission was denied.

  • Grant permission for location on device.

How to delete/disable the integration

1. On the Nirovision Web App 🖥️, navigate to the top right corner click on your account name > Settings > Company > API and Integrations > Integrations and look for the Employment Hero - Payroll row. Click on Edit to display options:

   1. Click on Disable if you'd like to temporarily disable the integration, without deleting its settings.

   2. Click on Delete to permanently remove the integration and settings. Note that this will not delete already-synced Identities.

   3. In both cases:

      1. No employees will be synced to a Nirovision profile anymore.

      2. Employee updates from Employment Hero - Payroll will not update Nirovision profiles anymore.

      3. Individuals will be checked in and out based on Nirovision Access rules however attendance will not be synced to timesheets on Employment Hero - Payroll.