Securex synchronisation

If Securex is your payroll provider, Shyfter connects to it so you only encode your data in one place. Shyfter is the master instance: employees and their timesheets flow from Shyfter to Securex, and Shyfter can also pull in the employees already known to Securex to attach them to your collaborators. This article explains how to link an imported employee to an existing user, how to send your timesheets to Securex, and what the copy-contract is for.

Importing employees from Securex

Go to Team → Employees. When Securex is connected, an Import from social secretary button appears at the top of the list. One click starts pulling in the employees known to Securex.

The import creates a collaborator record in Shyfter for each employee. When an employee has no usable e-mail address, or may match a collaborator you already encoded, Shyfter does not activate them straight away: it places them in Pending registrations, so you decide what to do with them.

Linking a pending registration to an existing user

An import can create a duplicate: the employee already exists in Shyfter but also comes back from Securex as a new record. Rather than keeping two profiles, you merge the pending registration with the existing collaborator.

Open Team → Pending registrations. Each row shows the employee's name, the link to their registration form, the creation date, the last notification date, and an actions column on the right.

There are two paths, depending on the state of the registration.

Using the arrows (link to a user)

In the actions column, click the arrows icon (tooltip "Link to a user"). A window opens: from the list, select the existing collaborator to attach this employee to, then confirm. The new information coming from Securex is merged into the user you chose, and the pending registration is closed.

The selection list only offers real users: records without a genuine e-mail address and the registration's own employee are not shown.

Using "Action required" (fill in the e-mail)

When an imported employee has no valid e-mail address, the Action required action is shown on their row, flagged with an attention icon. Click it: the Update e-mail address window opens. Enter the employee's address and save.

The address is needed because it is what allows the employee to receive their invitation and access Shyfter Staff. Once the e-mail is filled in, the registration leaves the list and the employee can be invited normally.

The other available actions

When a pending registration already has a valid e-mail address, its row offers these actions:

• Re-send invitation (paper plane icon): re-sends the invitation e-mail to the employee.
• Link to a user (arrows icon): the merge described above.
• View profile (magnifying glass icon): opens the collaborator's record.
• Mark as completed (check icon): closes the pending registration.

Sending timesheets to Securex

Once the month has been worked, you send the timesheets to Securex from Reports → Timesheets.

First select the period. Each collaborator has a timesheet showing the planned hours, the clock-ins and the calculated prestation codes. Check each sheet, correct it if needed, then click Validate sheet. Only validated sheets will be sent: an unvalidated sheet stays aside.

Then click Generate export files to launch the send. Shyfter asks you to confirm, then prepares and transmits the validated timesheets to Securex. If no sheet has been validated, Shyfter warns you ("No validated record") and nothing is sent.

A warning window tells you how many sheets are concerned out of the total, giving you a last chance to cancel if some sheets are still missing. The Sent status then lets you follow what has been transmitted.

Understanding the copy-contract

Securex can only process an employee's timesheets if a matching contract exists on its side for the period concerned. Yet, day to day, you mostly declare Dimonas in Shyfter, not contracts. The copy-contract is the mechanism that bridges this gap automatically.

Concretely, Shyfter takes the active Dimonas of your employees linked to Securex and creates the corresponding contract at Securex, by copying an existing contract of the employee as a template and adapting it to the dates and hours of the Dimona. You therefore do not have to recreate each contract manually in the Securex tool: from what you already declare in Shyfter, the contracts are generated for you.

A few useful points to know:

• The copy-contract only works for employees already linked to Securex who have at least one reference contract. That contract is used as the template for the copy.
• For a single-day Dimona, a planned shift or a clock-in must exist for that date, so that Shyfter knows what to copy.
• The processing runs automatically and recurrently on recent Dimonas. Shyfter avoids duplicates: if a contract already covers the period of a Dimona, no new contract is created.
• If a contract copy fails, a summary is sent so the problem can be corrected.

In practice, you manage your schedules and Dimonas as usual in Shyfter: the creation of contracts at Securex and the sending of validated timesheets then build on top of that.