Introduction:
The integration is designed to link your Sense HR and RotaCloud systems in real time.
Once the integration is enabled it ensures a live transfer of employee’s planner events in Sense to RotaCloud along with core employee data updates.
How It Works:
The RotaCloud Sync action button will be available under your Sense HR system once the setup and requirements section below has been completed.
The action button can be found on the People screen as well as directly in an employee’s record if they have signed into Sense successfully at least once.
RotaCloud Sync on employee record :
RotaCloyd sync on People screen :
Once the button is selected for an employee or set of employees if from the people list screen, the integration uses RotaCloud’s API to map employee records in both systems based on their email address, so for existing records it must match in both systems.
For any employees we’re not able to find a match for, a new employee record will be created in RotaCloud.
Additionally, any existing planner events added into Sense that are in the future or 30 days in the past will be pushed across.
After an employee is successfully synced to RotaCloud, any planner events added going forward will be automatically created in RotaCloud. Along with updates to the following fields:
Title
First Name
Last Name
Start Date
Date of Birth
Gender
Address Line 1
Address Line 2
Town
County
Postcode
Please note: Under Sense you’re able to create a planner event type with any name, if we’re not able to find a leave type with the same name on the RotaCloud side it will be set as “Other Leave” with the event type name added to the admin comments.
If a field is left blank in Sense, it will not sync blank data.
Sense allows multiple events over the same duration timeframe where this is not allowed in RotaCloud so in that scenario the 1st event you add will take priority.
Setup & Requirements
To set up the integration, follow these steps:
Create an API key in RotaCloud you can find steps on this here
Once the above step has been completed, please reach out to our support team and they will create a secure data room where you can upload it - Do not send the API key via email.
Support & Troubleshooting
If you encounter any issues with the integration, our support team is here to help.
Live Chat: Click the chat bubble in the bottom right corner of your system.
Email Support: Reach out to us at [email protected].