How integrations work

MobiClocks integrations are connected and configured from the Web App under Administration > Integrations.

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PERMISSIONS

You may enter the Integrations page if you have the View "Integrations" tab permission enabled for your role in Administration () > Role Permissions > Administration.

In the Overview section of Integrations, you have the whole list of available integrations and can see which one is activated and which MobiClocks modules are available for syncing or publishing.

Each integration entry has a Sync and Publish columns:

• The Sync column shows which MobiClock modules can be synced with the integration and import data from it.
• The Publish column shows what data can be published from MobiClocks to the integrations.

The following screenshot shows the Overview page with different integration entries.

Thus, Sync is the process of transferring data from an integration to MobiClocks, while Publish is the process of sending data from MobiClocks to an integration.

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NOTE

When you sync with a third-party platform, it becomes a source of truth for your data. Therefore, you can sync with only one platform at a time. In contrast, you can publish data to multiple integrated platforms.

Data syncing and publishing are discussed in greater detail in the following sections of this article under Data sync and import and Payroll publishing, since only the Payroll module is supported for publishing.

Integration hosting and setup

MobiClocks integrations are either cloud-based or hosted on-premises (the software needs to be installed on your device). The setup and connection process is different for each platform, and, In some cases, you need to involve the MobiClocks team to set up the integrated software and connect it to MobiClocks. You can find more details on hosting and setup for each integration in its respective article. The list of the available integrations with links to their respective articles is available in the integrations overview topic.

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PERMISSIONS

You may set up an integration if you have the Setup Integrations permission enabled for your role in Administration () > Role Permissions > Administration.

Data sync and import

Each integration has its list of modules that are available for sync. In Web App > Administration > Integrations > Overview, each integration card includes a list of sync items, where the supported modules have a checkmark next to them. The following screenshot illustrates this on the example of QuickBooks Desktop.

When you connect an integration, a separate tab for each synced module is added to the integration's entry under Administration > Integrations. To get the data for a given module, you need to navigate to the corresponding tab and select the SYNC button.

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PERMISSIONS

You may use the SYNC and other integration actions if you have the Integration Actions permission enabled for your role in Administration () > Role Permissions > Administration.

When the sync is complete, the table on the module's page is populated with the data synced from the connected platform. However, this does not mean that the data is already imported to your MobiClocks environment. The complete sync and import process involves the following steps:

1. Select SYNC to transfer all the available data for a given module to a middleware component in MobiClocks, which serves as a medium between the integrated platforms. After the sync is complete, the data exists only within the middleware component, and you need to choose what you want to import into MobiClocks.
2. Choose all the items you wish to import, and select the IMPORT button.
3. Navigate to the corresponding module in your MobiClocks environment, such as the Employees tab, and see the imported data.

There are also an Archive and a reverse Unarchive functions. Archiving can be useful if, for example, certain data is no longer needed and you want to prevent it from being imported in the future.

Each entry in the middleware component has a Status field that can have one of the following values:

• New. The entry is new and has not been imported to MobiClocks.
• Archived. The entry has been archived.
• Updated. The entry has been imported to MobiClocks in the past but it has undergone some changes. For updated entries, you can click on the corresponding cell in the Status column of the entry to open a pop-up that shows which properties have been modified. The following screenshot shows an example of an updated entry with existing and updated data.

• Imported. The entry has already been imported.

Since you can also add data manually to your environment, each module in MobiClocks has a Synced status field that indicates where each entry is coming from. The following is a screenshot from the Job Sites module that shows the synced status of several job sites. As you can see, most of them have been created manually, while one job site has been imported from Sage 300. This way, you can always differentiate between different data sources and filter accordingly.

Payroll publishing

Data publishing is the process of sending data from MobiClocks to an integrated service. Mobiclocks only supports payroll publishing , and, if it's available for a given integration, you will see a checkmark next to Payroll in the Publish column of the integration's entry in Web App > Administration > Integrations > Overview. This following screenshot shows the entry of the Sage integration, which supports payroll publishing.

If an integration doesn't support payroll publishing, you can check if there is a relevant report format available in payroll reports to upload it manually. If you can't find a relevant report format either, please get in touch with the MobiClocks team to request one.

Payroll item mapping

The pay IDs in your MobiClocks environment can be denoted differently from those in the integrated platform. To address this, you can do payroll item mapping to map the pay IDs in Mobiclocks to the pay IDs in the connected software to have the data published correctly.