Web Setup

Documentation Index

Fetch the complete documentation index at: https://docs.simplifi.work/llms.txt

Use this file to discover all available pages before exploring further.

Payroll provider configuration in the web app is completed by your organisation’s Primary User inside the Payroll module. This covers connecting your payroll provider, configuring payroll settings, and managing how timesheet data flows through to your payroll system.

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API Integrations

API Integrations connect your payroll software to Simplifi, allowing timesheet data and employee information to sync automatically. The currently supported API connections are DataPay, iPayroll, and AWS S3 Buckets. To connect a payroll provider:

1. Go to API Integrations and select the Explore APIs tab.
2. Select your payroll provider.
3. Log in or enter your organisation’s credentials when prompted.

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API Mappings

Once connected, configure API mappings to control what data is sent back to your payroll provider. For example, if you want leave balances returned to the payroll provider, select your payroll provider under the Leave Balances dropdown.

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Payroll Settings

Once your provider is connected, configure how the system should treat payroll data. Use the dropdown at the top of the Payroll Settings page to select which provider you are configuring — settings here are provider-specific.

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Payroll Calendars

Payroll calendars determine when staff are paid (weekly, fortnightly, monthly, etc.) and which pay cycle each staff member belongs to.

• When API syncing is enabled: pay calendars are typically synced automatically from your payroll system.
• When API syncing is not enabled: you will need to create calendars manually.

You can have multiple calendars if different groups of staff are paid on different schedules (for example, salaried staff monthly and casual staff weekly). To create a new payroll calendar, enter the Name, iPayroll ID, and Frequency.

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Cost Centre Codes

Cost centre codes allocate labour costs to the correct place in payroll reporting (for example, by department, ward, or role type). They are configured once and can then be applied across providers. To create a new cost centre code:

1. Press New Cost Centre Code and enter a name.
2. Press Save Code.
3. Construct your formula using the available system options (room/department payroll code, home room payroll code, role code, and free text separators).
4. Use the Payroll Rules Engine to define when the code should apply. See How to Create a New Payroll Rule in the Engine.

For each payroll provider, select which cost centre formula it should use under Provider Selection of Cost Centre Rules. Different providers can use different formulas, but they are commonly kept the same.

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Default Cost Codes for Different Work Types

Within provider settings, you can assign default cost codes for different sources of time: These can be set to different cost codes if your organisation wants to cost casual work separately in payroll.

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Custom Fields (Provider Mapping)

Some payroll providers support additional fields such as department or division-style segmentation. Where API syncing is not enabled, you can map internal system fields to the corresponding payroll fields for file-based imports and exports. For example, DataPay includes Department and Division fields — you map those to the equivalent fields in Simplifi. When API integration is active, this mapping is typically handled automatically and may not be visible in the UI.

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Hourly Rates

This controls whether hourly rates are maintained and used for cost calculations such as budgeting and forecasting.

• If Hourly Rates for All Staff is enabled and the API is active, rates can be synced down from payroll automatically.
• If API syncing is not enabled, hourly rates can be maintained manually per staff member.

The system supports future-dated pay changes — for example, you can enter a pay increase effective in October ahead of time.

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Timesheets Containing Only “Not Sent to Payroll” Activities

Each timesheet activity can be individually configured to be sent to payroll or excluded. This setting controls whether timesheets made up entirely of excluded activities (for example, leave without pay) still require approval. You can also enable future-date approvals for one-off scenarios such as a Christmas shutdown, allowing approvers to process leave timesheets in advance for a future period.

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Timesheet Payroll Hours Tolerance

For organisations using clock-in/out, these settings define what gets flagged for review during payroll approvals. A “clean” timesheet is one where the clock-in and clock-out times fall within an acceptable range of the scheduled time. Set the tolerance in minutes — entries outside this window will be highlighted for review. For example, a 6-minute tolerance means a 3-minute early clock-out would still be considered clean.

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Break Tolerance

Applies the same tolerance logic as above, but specifically to clock-in/out times for breaks.

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Rate Codes

Rate codes allow approvers to select which pay rate applies to a timesheet entry — for example, standard rate vs. overtime rate. This is not commonly used, but where enabled it gives approvers manual control during the approval process. To create a new rate code:

1. Press New Rate Code.
2. Enter a name.
3. Select which payroll providers will use this rate code.
4. Enter the rate code to send to each provider.
5. Press Save Rate Code Details.

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Salary Loadings and Deductions

Salary loadings and deductions add extra amounts on top of base pay for costing and budgeting purposes. Where enabled, they can also flow through to timesheet and payroll processing. Common examples include travel allowances, KiwiSaver employer contributions, and social club contributions. See How to Create a New Loading/Deduction for a step-by-step guide.

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Notifications

Notifications can be configured as reminders for payroll approvers — for example, a daily prompt when there are timesheets waiting to be approved.

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Custom Fields (Additional Staff / Profile Fields)

This area allows you to create additional fields that attach to a staff member’s profile for payroll-related use.

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Timesheet Activities

Timesheet activities are activities that can be added to a timesheet in place of standard work hours — for example, a lunch break or a sick leave day. To create a new timesheet activity:

1. Press Timesheet Activities in the left-hand menu.
2. Press New Activity under the list of current activities.
3. Enter the payroll codes for the activity so it is recognised by your payroll provider.
4. Press Save Activity Details.

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Processing Payroll

Simplifi supports two processing methods depending on how your organisation is set up. See the relevant guide for your method:

• Payroll Processing Method (API) — for organisations sending timesheet data directly to a payroll provider via API.
• Payroll Processing Method – CSV File — for organisations exporting a CSV file for manual upload to their payroll system.