How does the Securex integration work in general?
By activating the Securex integration, you'll save yourself a lot of manual work. Definitely one of your better HR investments this year. 😉
Once the integration is activated, your employee data will be automatically updated every night from the Securex system to Payflip. This ensures that the data stays almost real-time up to date.
It's important to keep in mind that Securex remains the 'master' of the data at all times. This means that:
every change must always be made in your Securex HR tool. It will then flow to Payflip through the nightly sync.
certain fields and actions in Payflip will be disabled for you. You cannot edit these in Payflip. You will always be informed of the reason and redirected to your Securex HR tool if necessary.
Need a faster update during the day? Besides the nightly sync, you can always trigger the sync manually by navigating to Integrations > Securex > 'Sync now'.
How do I activate the Securex integration?
Once your customer success manager has set up the Securex integration for you, you can proceed with activating it.
Navigate to Integrations > Securex integration and click on 'Connect'. Then the connection will be automatically made based on your company's VAT number that is entered under 'Company Details' in Payflip.
⚠️ By activating the integration, you will sync all employees known in your Securex HR tool to Payflip. It is not possible to select only a limited selection for this sync.
Once the integration is active, you will see how many employees & salary details are exactly part of the sync. You will also get the option here to trigger the sync manually.
Securex customer but don't see the integration as an option in Payflip? Contact your customer success manager via the blue button in the tool to discuss this opion.
What data is currently part of the Securex integration?
The following data is part of the nightly sync:
Personal data of your employees (last name, first name, email, language, start date & employee number)
Salary data of your employees (gross salary, work regime and % employer social security contributions)
What data is currently not part of the Securex integration (and potentially requires follow-up work)?
The following data/situations are not part of the nightly sync:
End dates. Read here what actions you need to take in Payflip when one of your employees leaves your company.
Salary components. Read here how you can add this for your employees.
Entity change. When your company has multiple entities and one of your employees is moved from entity A to entity B, this will not be automatically handled by the integration. If the employee keeps the same email address, this will moreover result in a sync error because Payflip detects that a Payflip account already exists for this email address. Contact our support team via the blue button in the tool to review this situation together.
What problems can occur during activation?
As mentioned above, the connection with Securex is made based on your company's VAT number. You can find this in Payflip under 'Company Details'.
When there are differences between the VAT number entered in Securex and Payflip, an error might occur during the activation of the integration.
The following errors are possible:
Missing VAT number: no VAT number has been entered under 'Company Details'.
Invalid VAT number: a VAT number has been entered under 'Company Details', but it doesn't have the correct format (at least 10 digits without the BE prefix).
Company not found: the VAT number in Payflip has the correct format, but we can't find your company in the list of Securex companies for which the integration is available.
Internal error: something went generally wrong in the activation process.
In most cases, we ask you to double-check your VAT number in Payflip and then restart the activation process, but we'll always tell you in the error message exactly what you need to do to resolve the error.
What problems can occur after activation
Integration activated? Sit back and relax, well in 99% of cases anyway. 😉 Of course, there's always a chance that a small problem might occur along the way.
When you navigate to Integrations > Securex > History, you can view the status of every (automatic or manual sync) that has occurred.
You will find the following statuses here:
Success: all employees were successfully synced.
Partial: some employees were successfully synced, but some were not.
Error: no employees were successfully synced.
⚠ At this moment, it's not yet possible to get an overview in this screen for which employees exactly the sync is failing (we're working on that 👷). If you need help with this, it's best to contact our support team via the blue button in the tool. They'll be happy to figure this out together with you.