This guide includes:
Enabling Employment Hero HR Integration
Navigate to Account > Integrations > Browse from the main menu.
Enable the Employment Hero HR option.
Connecting ShiftCare to Employment Hero HR
1. From the main menu, navigate to Account > Integrations > Employment Hero HR.
2. Click Connect to Employment Hero HR and follow the prompts to connect ShiftCare.
3. When you return to ShiftCare, select your business from the dropdown menu.
Importing Staff from Employment Hero HR
IMPORTANT: Staff must either be imported or linked using the 'Manage Staff' option below
ShiftCare will match employees based on their emails. If your staff member has a different email in Employment Hero HR than the one used in ShiftCare, you need to navigate to Staff > List > Click on Staff Member in ShiftCare and add the email to the Payroll Email in Payroll Settings > Edit.
Running Staff Import
This process will import ALL staff from Employment Hero. If their emails match, it will link them to existing profiles in ShiftCare. If their emails do not match, it will create new staff members in ShiftCare.
There is also an option to connect staff individually rather than importing them all. See the section on Managing Staff below.
Navigate to Account > Integrations > Employment Hero HR.
Click on Import Staff.
A window will appear with a detailed outline of the fields that will be imported for each staff member, along with notes on important requirements. If you are creating new staff in ShiftCare, you can toggle the 'Send account setup emails to newly created users' to save time.
Click Import Staff.
A pop-up message will confirm the import process. Click ‘Refresh’ to check on the status of the import.
Once complete, you will receive information on the number of staff members created, as well as the number that were not imported. Use this information to confirm if the staff emails match as expected, and add any emails to the staff member's Payroll email in their profile in ShiftCare if needed.
Managing Staff
Rather than importing all your staff from Employment Hero HR, you can connect individual staff profiles from ShiftCare to staff in Employment Hero instead. It will look for their email address in Employment Hero and link them together if they match.
ShiftCare will match employees based on their emails. If your staff member has a different email in Employment Hero HR than the one used in ShiftCare, you need to navigate to Staff > List > Click on Staff Member in ShiftCare and add the email to the Payroll Email in Payroll Settings.
Navigate to Account > Integrations > Employment Hero HR.
Click on 'Manage Staff' (inside the Import Staff box).
Click on the 'Connect' button corresponding to each staff member to link them to their profile in Employment Hero HR.
Automatic Staff Qualifications Sync
ShiftCare can automatically sync certifications and documents directly from Employment Hero HR, so you don't need to manually import staff multiple times to keep their documents and qualifications up to date.
Navigate to Account > Integrations > Employment Hero HR and click 'Import Staff'.
Toggle 'Enable Automatic Qualifications Sync' on.
Confirm your choice. The moment you enable this feature, ShiftCare will run a manual sync. It looks at all your connected staff, pulls their existing qualifications from Employment Hero HR, and uploads them to their profiles in ShiftCare (including the actual PDF files).
To check your synced files, click 'View Imported Qualifications'.
These documents are also added to the staff member's Qualifications page and are clearly marked with an EH icon.
Once enabled, the sync works continuously in the background. If you update a document's expiry date, upload a new file, or delete a qualification in Employment Hero HR, that change will automatically and instantly be reflected in ShiftCare.
When you connect a new staff member (via 'Manage Staff' or 'Import Staff'), the system will automatically pull over all their existing qualifications during the connection process.
This is a one-way sync from Employment Hero HR to ShiftCare. Changes made to an imported document in ShiftCare will not be reflected in Employment Hero HR.
Importing Leaves From Employment Hero HR
You can now import approved leave records from Employment Hero HR directly into ShiftCare. Once imported, staff availability will automatically reflect in the ShiftCare scheduler.
Before you begin, ensure that your staff have already been imported or linked from Employment Hero HR. Only leave records for connected staff can be imported.
Navigate to Account > Integrations > Employment Hero HR.
Click 'Import Leave'.
Select the staff member you want to import leave for (all staff are selected by default).
Choose the date range of the leave period you want to import.
Click 'Import Leave'.
A pop-up message will confirm the import process. Click ‘Refresh’ to check on the status of the import.
Note: Only approved leave records will be imported. Declined leave requests will not reflect in ShiftCare.
Once imported, leave entries will automatically appear in the Scheduler, blocking the staff member's availability during their leave periods.
Automatic Updates
If a previously approved leave is later declined in Employment Hero HR, ShiftCare will remove the corresponding block from the Scheduler when the leave is re-imported.
This functionality ensures that your Scheduler always reflects the most up-to-date availability of your staff.
For further assistance with Employment Hero HR Integration, please contact our Support team using online chat when you're logged into ShiftCare, or email our Support team at support@shiftcare.com.