Changing social secretariat: what to do in Shyfter

In Shyfter, your social secretariat (also called payroll provider) is linked to your account to receive your performance data. Every absence type, every performance code and every HR rule points to a code that is specific to that secretariat. When you switch, those codes change too, so they need to be linked to the new partner to keep your payroll exports accurate.

Good news: the process is simple and you can do it entirely on your own. Here is the procedure, step by step.

The social secretariats connected to Shyfter

Shyfter is connected to most Belgian social secretariats, including:

• Acerta
• Attentia
• Ceges
• Group-S
• HorecaFocus
• Liantis
• Partena Professional
• SD Worx
• Securex
• Sodalis
• Sodiwe
• UCM
• Salary Solution

We are also connected to the Prisma and Easy Online payroll engines, which power several of these secretariats.

The list changes regularly. If you do not see your new social secretariat above, contact us via the chat: in the vast majority of cases, the connection already exists or can be set up.

Automatic synchronisation of workers

With some partners (UCM, Securex, Attentia, HorecaFocus, Liantis, Acerta, and others), Shyfter can automatically synchronise your workers: their data and their numbers are pulled directly from the social secretariat, with no manual entry on your side.

This synchronisation must first be activated by your social secretariat. The request therefore goes through them, not through Shyfter. Good to know: social secretariats often charge a setup fee for this connection. Check with your file manager before submitting the request.

If automatic synchronisation is not active, no worries: you enter the worker numbers manually (see step 2, point 4).

Step 1: let us know via the chat

The technical connection of a new social secretariat is handled on our side. So you do not have to activate it yourself.

Open the chat from Shyfter (the bubble at the bottom right of your screen) and tell us which social secretariat you are moving to. Most of the time, there is only one thing you need to share with us: your new client number at that social secretariat. We then connect the partner to your account and confirm as soon as it is done.

Do not delete anything on your side in the meantime. We handle the switch so that you lose neither your old codes nor your history.

Step 2: link your settings to the new social secretariat

Once we have confirmed that the new social secretariat is connected, four points need to be checked and updated. Almost all of them are found in Settings, section HR.

1. Link the absence codes to the new codes
2. Check and update the special HR codes
3. Update your HR rules (payroll rules)
4. Update the worker numbers in their profile

1. Link the absence codes to the new codes

Go to Settings → HR → Absences. You will see the list of your absence types (Holiday, Sick leave, Recovery, and so on).

Open an absence type to edit it. In the panel, find the Partner code equivalent section: every connected social secretariat appears there with a dropdown. For the new partner, select the code that matches this absence, then save.

Repeat for each absence type. As long as both social secretariats coexist on your account, both columns stay visible: make sure to fill in the column of the new partner.

This screen is explained in detail in the article Absences and absence types.

2. Check and update the special HR codes

Special codes are the custom codes you force on a shift from the planning (for example a Telework code, a bonus, an allowance). Each one is linked to a code of your social secretariat, and that link must also point to the new partner.

Go to Settings → HR → SocSec codes (the Social Secretariat codes page). In the special codes section, check each code and reselect, in the dropdown, the equivalent code of the new social secretariat. Save.

Also take a moment to review the list of your performance codes themselves on this page: they are the ones that feed your performance sheets and your exports. Everything is described in the article Secrétariat social codes.

3. Update your HR rules (payroll rules)

If you have built HR rules to automatically turn your shifts into codes (night hours, Sundays, public holidays, overtime, break deductions, and so on), those rules produce specific codes. After the switch, make sure the target codes actually exist at the new social secretariat.

Go to Settings → HR → HR rules. Open each rule and check the code applied in its "action" part. Correct it if needed with the equivalent code of the new partner.

If you do not use HR rules, you can skip this step. The full workings of the rules engine are detailed in the article HR rules (V2 engine).

4. Update the worker numbers

Each employee has a number (registration number) at the social secretariat. If automatic synchronisation of workers is active (see above), these numbers are pulled directly from the social secretariat and you have nothing to do. Otherwise, you enter them yourself in each employee's profile.

Go to Team, open an employee's profile, then the Profile tab. In the HR section, find the External payroll partner block:

• External payroll partner: select the new social secretariat.
• Contract No.: enter the employee's registration number at that social secretariat.

Save, then repeat for each employee concerned. The employee profile as a whole is presented in the article The employee profile: an overview.

Before your first export, run a check

Once these four points are in place, run a test before your first close with the new social secretariat. Generate your performance sheets over a short period and check that the codes shown match those expected by the new partner.

If a code is missing or looks wrong, go back to the relevant step above: in the vast majority of cases, it is an absence equivalent or a special code that has not been linked yet. The procedure for generating the export is described in the article Generating and downloading the performance sheet export.

Need a hand?

If you have the slightest doubt about a code or a setting, contact us via the chat. We can review the configuration with you and make sure your first export goes out without a hitch.