CONFIGURATION
InTime-Pump Integration Setup (System Administrators)
To setup the InTime Integration, the following fields must be populated in the Pay and Bill Integration Settings tab of Global Settings.
- Integration Provider = "InTime"
- Username = InTime Username
- Password = InTime Password
- Agency Ref Code = InTime Agency Reference Code
In addition to this, you will also need to do the following:
- Add any Users to the Field Security for the Bank Account fields in the Candidate and Placement Entities. More on Field Security can be found here:
- Contact the Pump Team to setup your InTime background sync via your dedicated Microsoft Teams support channel.
Data Mapping and Business Process Flow Customisation
In order to most effectively utilise the integration the customer should incorporate mandatory fields into the Placement Business Process Flow before Level 2 Authorisation that you wish to be pushed up to Intime. Please be aware that in some cases RSM Intime requires these fields.
For a full overview of the Pump - RSM Intime data mapping sync please see below.
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InTime Integration (Users)
If the InTime Integration is enabled, the Placement and associated data will be created in InTime automatically on 2nd Level Authorisation.
If any validation errors occur in this process, an error, like the one in the screenshot below, will be displayed with the validation message from InTime. The Placement won't be able to progress to 2nd Level Authorisation until the validation error has been resolved.
It is also worth noting that the LATEST InTime error is stored in the Placement Field - Pay and Bill Integration Sync Error (colleagu_payandbillintegrationsyncerror). This field is cleared once the Placement is pushed through to Intime successfully on Level 2 Authorisation after a resolution of any data errors.
When Placements have Timesheets or Invoices associated with them in InTime, warning banners are displayed on the Placement form.
Data Mapping and Business Process Flow Customisation
In order to most effectively utilise the integration the customer should incorporate mandatory fields into the Placement Business Process Flow before Level 2 Authorisation that you wish to be pushed up to Intime. Please be aware that in some cases RSM Intime requires these fields.
For a full overview of the Pump - RSM Intime data mapping sync please see below.
FIELD MAPPING
CANDIDATE/WORKER FIELDS | ||
| InTime Field | Pump Field or Value | Notes |
| Worker.externalId | Contact.colleagu_PersonReference (Person - Person Reference) | |
| Worker.refCode | Contact.Id (Person - Person (ID)) | |
| Worker.commsDisabled | TRUE if Job Type is 'Perm', otherwise FALSE | |
| Worker.workerType (Contract) | "paye" if Perm, "umbrella" if Contract and Contractor Company Type is 'Umbrella', otherwise "ltd" | Linked Field: colleagu_placement.colleagu_ContractorCompanyType (Placement - Contractor Company Type) |
| Worker.limitedCompany | colleagu_placement.colleagu_ContractorCompany (Placement - Contractor Company) | |
| Worker.limitedCompanyProviderExternalId | Account.colleagu_CompanyReference (Company - Company Reference) | Linked Field: colleagu_placement.colleagu_UmbrellaCompany (Placement - Umbrella Company) |
| Worker.limitedCompanyProviderId | InTime Limited Company Provider ID | Output ID from InTime. |
| Worker.ltdCompanyContact.firstname | colleagu_placement.colleagu_CandidateFirstName (Placement - Candidate First Name) | |
| Worker.ltdCompanyContact.lastname | colleagu_placement.colleagu_CandidateLastName (Placement - Candidate Last Name) | |
| Worker.ltdCompanyContact.email | Contact.EMailAddress1 (Person - Email 1) | Person Lookup: Placement - Candidate (colleagu_PlacedCandidate). |
| Worker.ltdCompanyContact.address.line1 | colleagu_placement.colleagu_ContractAddressStreet1 (Placement - Contractor Company Address Street 1) | |
| Worker.ltdCompanyContact.address.line2 | colleagu_placement.colleagu_ContractAddressStreet2 (Placement - Contractor Company Address Street 2) | |
| Worker.ltdCompanyContact.address.town | colleagu_placement.colleagu_ContractAddressCity (Placement - Contractor Company Address City) | |
| Worker.ltdCompanyContact.address.county | colleagu_placement.colleagu_ContractAddressCounty (Placement - Contractor Company Address County) | |
| Worker.ltdCompanyContact.address.postcode | colleagu_placement.colleagu_ContractAddressZipPostalCode (Placement - Contractor Company Address ZIP/Postal Code) | |
| Worker.ltdCompanyContact.address.country | colleagu_placement.colleagu_ContractAddressCountry (Placement -Contractor Company Address Country/Region ) | |
| Worker.ltdCompanyContact.address.countryCode | colleagu_placement.colleagu_ContractAddressCountry (Placement - Contractor Company Address Country/Region) | Linked Record: colleagu_country.colleagu_ISOCode (Country - ISO Code). |
| Worker.firstname | colleagu_placement.colleagu_CandidateFirstName (Placement - Candidate First Name) | |
| Worker.lastname | colleagu_placement.colleagu_CandidateLastName (Placement - Candidate Last Name) | |
| Worker.email | Contact.EMailAddress1 (Person - Email 1) | Person Lookup: Placement - Candidate (colleagu_PlacedCandidate). |
| Worker.phone | Contact.Telephone1 (Person - Business Phone) | Person Lookup: Placement - Candidate (colleagu_PlacedCandidate). |
| Worker.mobile | Contact.MobilePhone (Person - Mobile Phone) | Person Lookup: Placement - Candidate (colleagu_PlacedCandidate). |
| Worker.address.line1 | colleagu_placement.colleagu_CandidateAddressStreet1 (Placement - Candidate Personal Address Street 1) | |
| Worker.address.line2 | colleagu_placement.colleagu_CandidateAddressStreet2 (Placement - Candidate Personal Address Street 2) | |
| Worker.address.town | colleagu_placement.colleagu_CandidateAddressCity (Placement - Candidate Personal Address City) | |
| Worker.address.county | colleagu_placement.colleagu_CandidateAddressCounty (Placement - Candidate Personal Address County) | |
| Worker.address.postcode | colleagu_placement.colleagu_CandidateAddressZIPPostalCode (Placement - Candidate Personal Address ZIP/Postal Code) | |
| Worker.address.country | colleagu_placement.colleagu_CandidateAddressCountryRegion (Placement - Candidate Personal Address Country/Region) | |
| Worker.address.countryCode | colleagu_placement.colleagu_CandidateAddressCountryRegion (Placement - Candidate Personal Address Country/Region) | Linked Record: colleagu_country.colleagu_ISOCode (Country - ISO Code). |
| Worker.gender | Contact.GenderCode (Person - Gender) | M or F. Person Lookup: Placement - Candidate (colleagu_PlacedCandidate). |
| Worker.dateOfBirth | Contact.BirthDate (Person - Date of Birth) | This currently appears as 'Birthday', but is being renamed 'Date of Birth'. |
| Worker.paymentMethod | colleagu_placement.colleagu_PaymentMethod (Placement - Payment Method) | |
| Worker.paymentFrequency | colleagu_placement.colleagu_PaymentFrequency (Placement - Payment Frequency) | Weekly or Monthly. |
| Worker.bankAccount.bank | colleagu_placement.colleagu_CandidateBankName (Placement - Candidate Bank Name) | |
| Worker.bankAccount.bankaccountName | colleagu_placement.colleagu_CandidateBankAccountName (Placement - Candidate Bank Account Name) | |
| Worker.bankAccount.banksortCode | colleagu_placement.colleagu_CandidateBankAccountSortCode (Placement - Candidate Bank Account Sort Code) | |
| Worker.bankAccount.bankaccountNumber | colleagu_placement.colleagu_CandidateBankAccountNumber (Placement - Candidate Bank Account Number) | |
| Worker.nationalInsuranceNumber | colleagu_placement.colleagu_NationalInsuranceNumber (Placement - National Insurance Number) | |
| Worker.niTableLetter | colleagu_placement.colleagu_NationalInsuranceNumber (Placement - National Insurance Number) | First letter of the NI Number. |
| Worker.defaultPaymentCurrency | colleagu_placement.colleagu_PayCurrency (Placement - Pay Currency) | Linked Record: TransactionCurrency.ISOCurrencyCode (Currency - ISO Code). |
| Worker.selfBilling | colleagu_placement.colleagu_AllowSelfBilling (Placement - Allow Candidate Self Billing?) | |
| USER/CONSULTANT FIELDS | ||
| InTime Field | Pump Field or Value | Notes |
| Consultant.externalId | SystemUser.InternalEMailAddress (User - Primary Email) | Special characters removed (e.g. @), uppercase, limited to 30 characters. |
| Consultant.refCode | SystemUser.Id (User - User (ID)) | |
| Consultant.email | SystemUser.InternalEMailAddress (User - Primary Email) | |
| Consultant.refCode | SystemUser.Id (User - User (ID)) | |
| Consultant.firstname | SystemUser.FirstName (User - First Name) | |
| Consultant.lastname | SystemUser.LastName (User - Last Name) | |
| Consultant.phone | SystemUser.Address1_Telephone1 (User - Main Phone) | |
| Consultant.mobile | SystemUser.MobilePhone (User - Mobile Phone) | |
| Consultant.address.line1 | SystemUser.Address1_Line1 (User - Street 1) | |
| Consultant.address.line2 | SystemUser.Address1_Line2 (User - Street 2) | |
| Consultant.address.town | SystemUser.Address1_City (User - City) | |
| Consultant.address.county | SystemUser.Address1_County (User - Address 1: County) | |
| Consultant.address.postcode | SystemUser.Address1_PostalCode (User - ZIP/Postal Code) | |
| Consultant.address.country | SystemUser.Address1_County (User - Country/Region) | |
| Consultant.address.countryCode | SystemUser.Address1_County (User - Country/Region) | Linked Record: colleagu_country.colleagu_ISOCode (Country - ISO Code). |
| COMPANY/CLIENT FIELDS | ||
| InTime Field | Pump Field or Value | Notes |
| Client.externalId | Account.colleagu_CompanyReference (Company - Company Reference) | |
| Client.refCode | Account.Id (Company - Company (ID)) | |
| Client.name | Account.Name (Company - Company Name) | |
| Client.companyVatNo | colleagu_placement.colleagu_InvoiceCompanyVATNumber (Placement - Invoice Company VAT Number) | |
| Client.vatCode | colleagu_placement.colleagu_InvoiceCompany_TaxCode (Placement - Invoice Company Address Tax Code) | |
| Client.accountsRef | colleagu_placement.colleagu_InvoiceCompanyAccountReference (Placement - Invoice Company Reference) | |
| Client.invoicePeriod | colleagu_placement.colleagu_InvoicePeriod (Placement - Invoice Period) | |
| Client.currency | colleagu_placement.TransactionCurrencyId (Placement - Charge Currency (Primary)) | Linked Record: TransactionCurrency.ISOCurrencyCode (Currency - ISO Code). |
| Client.companyNo | colleagu_placement.colleagu_InvoiceCompanyRegistrationNumber (Placement - Invoice Company Registration Number) | |
| Client.primaryContact.firstname | Contact.FirstName (Person - First Name) | Person Lookup: Hiring Company - Primary Contact (PrimaryContactId). |
| Client.primaryContact.lastname | Contact.LastName (Person - Last Name) | Person Lookup: Hiring Company - Primary Contact (PrimaryContactId). |
| Client.primaryContact.email | Contact.EMailAddress1 (Person - Email 1) | Person Lookup: Hiring Company - Primary Contact (PrimaryContactId). |
| Client.primaryContact.phone | Contact.Telephone1 (Person - Business Phone) | Person Lookup: Hiring Company - Primary Contact (PrimaryContactId). |
| Client.primaryContact.mobile | Contact.MobilePhone (Person - Mobile Phone) | Person Lookup: Hiring Company - Primary Contact (PrimaryContactId). |
| Client.primaryContact.address.line1 | Account.Address1_Line1 (Company - Address 1: Street 1) | |
| Client.primaryContact.address.line2 | Account.Address1_Line2 (Company - Address 1: Street 2) | |
| Client.primaryContact.address.town | Account.Address1_City (Company - Address 1: City) | |
| Client.primaryContact.address.county | Account.Address1_County (Company - Address 1: County) | |
| Client.primaryContact.address.postcode | Account.Address1_PostalCode (Company - Address 1: ZIP/Postal Code) | |
| Client.primaryContact.address.country | Account.Address1_Country (Company - Address 1: Country/Region) | |
| Client.primaryContact.address.countryCode | Account.Address1_Country (Company - Address 1: Country/Region) | Linked Record: colleagu_country.colleagu_ISOCode (Country - ISO Code). |
| CONTACT/MANAGER FIELDS | ||
| InTime Field | Pump Field or Value | Notes |
| Manager.externalId | Contact.colleagu_PersonReference (Person - Person Reference) | |
| Manager.refCode | Contact.Id (Person - Person (ID)) | |
| Manager.firstname | colleagu_placement.colleagu_ContactFirstName (Placement - Contact First Name) | |
| Manager.lastname | colleagu_placement.colleagu_ContactLastName (Placement - Contact Last Name) | |
| Manager.email | Contact.EMailAddress1 (Person - Email 1) | |
| Manager.phone | Contact.Telephone1 (Person - Business Phone) | |
| Manager.mobile | Contact.MobilePhone (Person - Mobile Phone) | |
| Manager.client | InTime Client | InTime Record is created before syncing/attaching to the Manager. |
| Manager.address.line1 | colleagu_colleagueaddress.colleagu_Street1 (Company Address - Street 1) | Company Address Lookup: Person - Working At Address (colleagu_CompanyAddressId). |
| Manager.address.line2 | colleagu_colleagueaddress.colleagu_Street2 (Company Address - Street 2) | Company Address Lookup: Person - Working At Address (colleagu_CompanyAddressId). |
| Manager.address.town | colleagu_colleagueaddress.colleagu_City (Company Address - City) | Company Address Lookup: Person - Working At Address (colleagu_CompanyAddressId). |
| Manager.address.county | colleagu_colleagueaddress.colleagu_County (Company Address - County) | Company Address Lookup: Person - Working At Address (colleagu_CompanyAddressId). |
| Manager.address.postcode | colleagu_colleagueaddress.colleagu_PostalCode (Company Address - ZIP/Postal Code) | Company Address Lookup: Person - Working At Address (colleagu_CompanyAddressId). |
| Manager.address.country | colleagu_colleagueaddress.colleagu_Country (Company Address - Country/Region) | Company Address Lookup: Person - Working At Address (colleagu_CompanyAddressId). |
| Manager.address.countryCode | colleagu_colleagueaddress.colleagu_Country (Company Address - Country/Region) | Linked Record: colleagu_country.colleagu_ISOCode (Country - ISO Code). |
| OVERTIME RATES/RATES FIELDS | ||
| InTime Field | Pump Field or Value | Notes |
| Rate.backendRef (Basic) | colleagu_placement.Id (Placement - Placement (ID)) | |
| Rate.name (Basic) | "Basic" | |
| Rate.payElementCode (Basic) | "Basic" | |
| Rate.charge (Basic) | colleagu_placement.colleagu_chargerate.Value (Placement - Charge Rate) | |
| Rate.pay (Basic - Contract) | colleagu_placement.colleagu_PayRate.Value (Placement - Pay Rate) | |
| Rate.pay (Basic - Perm) | colleagu_placement.colleagu_salary.Value (Placement - Annual Pay) | |
| Rate.backendRef (Overtime) | colleagu_overtimerate.Id (Overtime Rate - Overtime Rate (ID)) | |
| Rate.name (Overtime) | "Overtime - {Overtime Rate Name}" | Linked Record: colleagu_overtimerate.colleagu_name (Overtime Rate - Name). |
| Rate.payElementCode (Overtime) | InTime Overtime Pay Element Code | Search InTime API ('getAllPayElements' function) for Overtime Pay Element Code. |
| Rate.charge (Overtime) | colleagu_overtimerate.colleagu_ChargeRate.Value (Overtime Rate - Charge Rate) | |
| Rate.pay (Overtime) | colleagu_overtimerate.colleagu_PayRate.Value (Overtime Rate - Pay Rate) | |
| COMMISSION SPLITS/SPLIT COMMISSIONS FIELDS | ||
| InTime Field | Pump Field or Value | Notes |
| SplitCommission.userId | colleagu_commissionsplit.colleagu_User.Id (Commission Split - Commission Split (ID)) | |
| SplitCommission.weight | colleagu_commissionsplit.colleagu_Percentage (Commission Split - Percentage) | |
| PLACEMENT FIELDS | ||
| InTime Field | Pump Field or Value | Notes |
| Placement.externalId | colleagu_placement.colleagu_name (Placement - Placement Reference) | Placement Reference is formatted to fit the 20 character limit. |
| Placement.refCode | colleagu_placement.Id (Placement - Placement (ID)) | |
| Placement.purchaseOrderNum | colleagu_purchaseorder.colleagu_name (Purchase Order - Purchase Order Number) | |
| Placement.start | colleagu_placement.colleagu_startdate (Placement - Start Date) | |
| Placement.end | colleagu_placement.colleagu_enddate (Placement - End Date) | |
| Placement.placed | colleagu_placement.colleagu_Level2AuthorisedOn (Placement - Level 2 Authorised On) | |
| Placement.jobTitle | colleagu_requirement.colleagu_jobtitle (Requirement - Job Title) | |
| Placement.jobDescription | colleagu_requirement.colleagu_JobDescription (Requirement - Job Description) | |
| Placement.salesSector | colleagu_placement.colleagu_SalesSector (Placement - Sales Sector) | Hidden by default - up to customer to populate. |
| Placement.salesBranch | colleagu_placement.colleagu_SalesOwningCompany.Name (Placement - Sales Owning Company) | |
| Placement.salesDepartment | colleagu_placement.colleagu_SalesOwningCompany (Placement - Sales Owning Company) | Linked Record: colleagu_owningcompany.colleagu_Department (Owning Company - Department). |
| Placement.salesLocation | colleagu_placement.colleagu_SalesTerritory.Name (Placement - Sales Territory) | |
| Placement.salesProject | colleagu_placement.colleagu_SalesProjectCode (Placement - Sales Project Code) | Hidden by default - up to customer to populate. |
| Placement.salesCostCentre | colleagu_placement.colleagu_SalesCostCentre.Name (Placement - Sales Cost Centre) | |
| Placement.purchaseSector | colleagu_placement.colleagu_PurchaseSector (Placement - Purchase Sector) | Hidden by default - up to customer to populate. |
| Placement.purchaseBranch | colleagu_placement.colleagu_PurchaseOwningCompany.Name (Placement - Purchase Owning Company) | |
| Placement.purchaseDepartment | colleagu_placement.colleagu_PurchaseOwningCompany (Placement - Purchase Owning Company) | Linked Record: colleagu_owningcompany.colleagu_Department (Owning Company - Department). |
| Placement.purchaseLocation | colleagu_placement.colleagu_PurchaseTerritory.Name (Placement - Purchase Territory) | |
| Placement.purchaseProject | colleagu_placement.colleagu_PurchaseProjectCode (Placement - Purchase Project Code) | Hidden by default - up to customer to populate. |
| Placement.purchaseCostCentre | colleagu_placement.colleagu_PurchaseCostCentre.Name (Placement - Purchase Cost Centre) | |
| Placement.purchaseDivision | colleagu_placement.colleagu_Source.Name (Placement - Source) | |
| Placement.worker | InTime Worker | InTime Record is created before syncing/attaching to the Placement. |
| Placement.consultant | InTime Consultant | InTime Record is created before syncing/attaching to the Placement. |
| Placement.client | InTime Client | InTime Record is created before syncing/attaching to the Placement. |
| Placement.manager | InTime Manager | InTime Record is created before syncing/attaching to the Placement. |
| Placement.rates | InTime Rates[n] | InTime Records are created before syncing/attaching to the Placement. |
| Placement.purchaseOrderNum | colleagu_purchaseorder.colleagu_name (Purchase Order - Purchase Order Number) | PO Number. |