Steps to create Dayforce Integration
In this article, we’ll run through how you can seamlessly integrate your Dayforce system to provision and de-provision users on Reward Gateway.
NOTE: Having a live Provisioning integration will hide the option to edit member details manually. This is because the integration automatically becomes a Provision Master (main expected source of employee data) and other member updating methods become unavailable to prevent conflicting data sources.
If you need to do a manual edit, please disable the integration by going to Integrations > Tools > Edit > turn the toggle OFF. Once you finish your edits, turn it back ON from the same toggle.
How to configure your HR Admin user in Dayforce
Please ensure that you update the Role that you are configuring for the integration to be the Default role. To change a Role to become your Default, go to System Admin > User
Find the User you want to update (this would likely be your own User), click on the User and select the "Is Default" checkbox to the Role that you will be configuring for this integration.
Step 1: Configure Feature Access
From the hamburger button in the top left of your screen, click on System Admin > Roles
Navigate to Features. Ensure HCM Anywhere and Web Services are checked.
Step 2: Configure Field-Level Access
Navigate to Web Services Field-Level Access
Click on the words (not the empty check box) for each RESTful Service, and click Select All. If you require Payroll data check Payroll, however, this is optional.
Step 3: Ensure Employee XRefCode is enabled
Navigate to the Human Resources Section of RESTFul Services.
Expand Employee, and scroll to the very last one. Ensure XRefCode is enabled.
Step 4: Configure Org-Level Access
Navigate to System Admin > User. Please note, the user authenticating will need "Can See Self" enabled.
Expand the User by clicking on the small down arrow as shown in the blue box below. Click on Location Access, + Add Location, and add the Company Level Location.
(Optional) Step 5: Configure Role Assignment for POST & PATCH
If you need support for writes functionality (i.e. POST /Time-Off), please configure the following as well.
From the hamburger button in the top left of your screen, click on System Admin > Roles.
Navigate to Features. Ensure under HCM Anywhere and Web Services Patch/Post Employee Time Off is enabled.
Step 6: Gather your credentials
Gather your Company ID, User Name, and Password from your login page
Step 7: Set up Dayforce in Reward Manager
To enable the Dayforce integration, log into the Reward Manager portal, go to the Integration tab on the left and search for “Dayforce” under the “Explore Integrations” tab.
If you don’t have access, please speak with your Client Success Manager or a member of the Client Support team who will assign your permissions.
Click on the integration icon which will lead you straight to the Initial Setup.
Initial Setup
Select the import frequency, date format and whether you wish to send Welcome communication to newly added members. We recommend ticking the Welcome e-mail option, as this provides easy first-time access to the platform to new users.
Authorize the Dayforce Account
Before Reward Gateway can access your Dayforce data, you must authorize access to your Dayforce account. To do this, click the "Authorize" button.
This will open a modal window where you will need to enter your Dayforce account details.
First, add the Company ID:
In the next step, it will ask you for your User ID and Password
After you authorize your account and see the confirmation message, click ‘Finish Setup’ and then ‘Save’.
You can revoke the access at any given time.
Mapping
Before Reward Gateway can sync your Dayforce directory, you need to map the fields which are going to be synced. To do this, use the mapping stage of the setup and use the fields displayed. Once ready, click ‘Save’.
By default, Reward Gateway maps the Employee ID to uniquely identify a member. Any other additional mapping fields can be mapped during this stage, however, the Email Address field must be mapped as it is a mandatory field to create an account with Reward Gateway.
Once you are happy with the mapping, you can proceed to the next step.
How to prevent some members e.g. contractors creating accounts
By default, Reward Gateway fetches all active users and we use the employment status to determine if the employee is eligible. If you’d like to segment your imports and send only a specific group of employees, you can choose a field from the dropdown and set a list of allowed values and we will only create accounts for employees having these values present. You can add multiple values by separating them with commas.
Please note that if there are already existing accounts on our side, they will be revoked via the integration if you enable the segmented imports and the employees don’t have the needed values. For example, if you wish to exclude contractors, there should be a specific value by which they are grouped, and that value should not be included in the field above.
How to import custom fields to provide additional user data
We support up to 10 custom fields in addition to the standard ones in the Mapping step. They can be used so the integration fetches different information that is already included in the Dayforce accounts.
It is important to emphasize that if the integration is already published and you want to make amendments to the custom fields, you will have to go to the Authorize step, revoke the access, and go through the Authorize step again, then map those fields and publish the integration.
Review and Publish
At this stage, you can review the details and publish the integration. This will make it live on the platform and Reward Gateway will start syncing the data based on the frequency selected at the Initial step.
How will you monitor when your Dayforce data syncs?
Every time your Dayforce data is synced, Reward Gateway sends an email to the user who set up the integration with details on how many accounts it has impacted.
You also have the option of going to the integration Dashboard and selecting the "Import History" option to see a log of all data syncs that have been performed on your platform.
If there were any issues with your data sync, you’ll be able to download a file containing all of the errors.
How will your employees get onboarded once your Dayforce data has been synced?
If it's a new employee record that is synced from Dayforce, Reward Gateway will create a new account for this employee based on the information mapped and will send them an invitation to join the program.
If it's an existing employee whose data has already been synced, Reward Gateway will not issue any communication and will update their information to match their Dayforce information.
How will the employee data be removed once an employee is removed from your Dayforce directory?
Reward Gateway uses the employment status to determine whether a user needs to have their account created, or be marked as a leaver in our system. This means that we will mark everyone whose employment status is inactive as a leaver.
The employee's account will then follow Reward Gateway's standard account close down procedures.
Read more in the article What happens if an employee is revoked? .
How can you trigger your membership provisioning imports on demand?
You have the option to trigger the import on-demand from 'Import data now' link in the tools dropdown. This will redirect you to the import page where you can start the process. Once started, a progress bar will be presented and when the upload is completed, you will be able to download any warnings and see the impact on your programme.