Integrate with Driver Recruitment Software API

Follow this guide to set up the Driver Recruitment Software API integration which uses an automated data-feed. The integration is capable of updating paiyroll® as follows:

  • Adding new employees or updating existing employees

  • Using a Test employee to add company Pay Items when adding new employees

  • Daily Shift synchronisation – including Worker ID, Hours, Rate, Location and Date

  • Expenses/VAT synchronisation – including Worker ID, Amount, Location and Date

  • Holiday pay synchronisation

  • Exclude workers based on contract type e.g. Contract 4F PSC Exempt

  • Automatically run daily during the payroll prompt, idle or both windows for each cycle

  • The integration is designed to be run as often as required, manually or automatically

See GB Driver Recruitment Software (DRS) API for settings, and follow the steps below to set up.

Setup in Driver Recruitment Software

  1. Contact Driver Recruitment Software support for the API endpoint URL allocated to you. You will also need the associated Username and Password.

Setup in paiyroll®

Important

We recommend you always set Dry run first to ensure everything works as expected. If this is set, no actual update will occur but you will be able to verify what would change if the operation were allowed to complete. Also some errors become warnings.

  1. Add the GB Driver Recruitment Software Report Definition to the company. Add a Report Definition using the GB Driver Recruitment Software Template. Set the Company and Click Add.

  2. Select a Test (template) worker to automatically add Pay Items to new workers using Add from. You can also send a password set welcome e-mail by selecting Invite welcome email.

  3. Copy the API endpoint URL obtained as above into API endpoint. Enter Username, Password and repeat in the Confirm.

  4. Select the Pay Schedule for the workers being updated by the integration.

    Note

    You will need to set up one Report Definition for each Schedule you need.

  5. The integration can be run manually from Data Feeds at any time, but will also be run automatically by Payroll Debbie according to days set in Run pattern:

    • Idle days only

    • Prompt days only

    • Idle and prompt days

    See Pay Schedules to understand these options. The Start time sets the hour of day after which the run will be attempted.

  6. The Shifts, Expenses, VAT and Holiday must be set to the names of Pay Definitions used to capture Shift payments (along with corresponding Expenses and VAT) and Holiday pay.

    Note

    If you want to disable any of these elements, use a Blank value.

  7. Click Add

Operating the Integration

You can run the integration anytime in My data feeds by clicking Start. Payroll Debbie uses the pay schedule related settings to automatically run the integration..

Click the View button to see a log of the changes made.

Integration details

Synchronisation Overview

paiyroll® synchronises with Driver Recruitment Software using the API. Different types of information are synchronised in different ways as described in the following sections.

Employee synchronisation

Employees are matched by username in paiyroll® and Driver Recruitment Software. When a new employee is found in Driver Recruitment Software, they will be added in paiyroll®. Otherwise existing employees are updated using the values in Driver Recruitment Software.

The following fields are fetched from Driver Recruitment Software and will always overwrite values in paiyroll® for new or updated workers:

  • email

  • title

  • name

  • mobile

  • works_id

  • start_date

  • company

  • department

  • postaldetail.line1

  • postaldetail.line2

  • postaldetail.line3

  • postaldetail.line4

  • postaldetail.postcode

  • taxeedetail.date_of_birth

  • taxeedetail.gender

  • taxeedetail.NI_number

  • taxeedetail.employee_statement

  • taxeedetail.student_loan

  • bankdetail.account_name

  • bankdetail.sort_code

  • bankdetail.account_number

The following fields are not available in Driver Recruitment Software, so when a new employee is added, default values (in parentheses below) are used. It is then assumed that these values will be updated and maintained in paiyroll® and therefore re-running the data-feed will not update these values:

  • username (email, with a number suffix if not unique)

  • is_active (True)

  • preferences (default)

  • FTE

  • end_date (None)

  • original_start_date

  • existing_employee (False)

  • working_days (Mon, Tue, Wed, Thu, Fri)

  • notes ()

  • postaldetail.foreign_country ()

  • taxdetail.weekly_hours_worked (D)

  • taxdetail.P45_tax_code ()

  • taxdetail.P45_week1_month1 (False)

  • taxdetail.P45_leaving_date ()

  • taxdetail.P45_total_pay_to_date ()

  • taxdetail.P45_total_tax_to_date ()

  • taxdetail.P45_continue_student_loan (0)

  • taxdetail.P45_continue_postgraduate_loan (False)

  • taxdetail.NI_category (General)

  • taxdetail.director (False)

  • taxdetail.director_from ()

  • taxdetail.director_NI_cumulative (False)

  • taxdetail.paid_irregularly (False)

  • taxdetail.off_payroll_worker (False)

  • taxdetail.migrated_rti_payid ()

  • taxeedetail.postgraduate_loan (False)

  • bankdetail.payment_method (All)

Shifts, Expenses, VAT and Holiday synchronisation

A Driver Recruitment Software report is used to fetch the details for the current pay period. Since the integration is run on multiple days, it will pick up the latest data each time and use it to overwrite any previous data for the period.