Employment Hero

The Employment Hero integration connects Astalty to your payroll so approved timesheets flow straight through, without exporting and importing CSV files by hand.

What it does

• Sync timesheet batches directly to Employment Hero, or export them as a compatible CSV.
• Link your team to their Employment Hero profiles, and assign their pay groups in bulk.
• Map pay groups so each shift is paid at the right rate — including per-shift pay group overrides and separate pay items for work either side of a sleepover.
• Map cost codes to Employment Hero locations so wages are split across your business.
• Sync approved leave into payroll, creating a matching leave application automatically.
• Configure sleepover shift export behaviour to match your payroll requirements.

How it works

Once connected and configured, the integration is driven from your timesheet batches. When you export or sync a batch, Astalty pushes each timesheet line to Employment Hero using the pay group (and any cost code) attached to the shift. Leave approved in Astalty is created in Employment Hero in the background.

Mappings are set once and then applied on every sync, so day-to-day you simply approve timesheets and send the batch.

Astalty sends the hours as they were worked — start and end times, paid breaks, travel, and sleepover work types — and doesn't classify them into penalty or overtime rates. Employment Hero decides how each line is paid, using the award or agreement you have configured there.

Connecting it

Setting up Employment Hero is a two-step process — first choose it as your payroll platform, then connect the integration.

1. Set Employment Hero as your payroll platform. Go to Settings → Scheduling and, under Payroll & Awards, set the Platform to Employment Hero.
2. Connect the integration. Go to Settings → Integrations — the Employment Hero card now appears. Select Connect and follow the prompts to authorise the connection. Once authorised, choose the Employment Hero business Astalty should sync with. The list shows payroll businesses only, not employing entities; see Businesses and employing entities.
3. Configure it. Once connected, select Configure to link your employees, map your pay groups, cost codes, and leave types, and to set your sleepover export behaviour.

Businesses and employing entities

When you connect the integration, Astalty asks you to choose a business. The list contains every Employment Hero business that the Employment Hero user who authorised the connection can access. Each business is a separate payroll file, with its own employees, settings and pay runs. Astalty syncs with one business, and everything else on this page (employees, pay groups, cost codes, leave types and timesheet batches) works within it.

Additional employing entities are part of the business

An additional employing entity is a second ABN that pays some of the employees within the same payroll file. Employment Hero keeps it inside the business, and each employee is assigned to an employing entity on their Employment Hero employee record.

Because the entity belongs to the employee rather than to the connection, there is nothing to choose in Astalty:

• The business list never shows employing entities, so a business with two entities appears as a single option.
• Timesheets and leave sync to the employee, and Employment Hero pays them under whichever entity that employee is assigned to.
• Staff from every entity in the business appear on the Employees page, ready to be linked.

Checking your entities on the integration card

Once a business is selected, the Employment Hero card on Settings → Integrations shows the connected Business and, below it, an Additional employing entities section. Each entity is listed by name, with its ABN where Employment Hero holds one, so you can confirm the entity you are looking for is already covered by the connection.

The section only appears when the connected business actually contains additional employing entities. A business built on a single ABN simply shows no list — that is normal, not a sign the connection picked up the wrong file.

Employees

Timesheets only sync for team members who are linked to an Employment Hero employee profile, so this is the first page to set up after connecting.

Open it from Settings → Integrations → Employment Hero → Configure → Employees. Each row shows the person's name and email, their Pay Group, their Employment Basis, and whether they are Linked to an Employment Hero profile.

The page opens with the Employment Hero Employee filter set to Linked, so anyone still to be linked is hidden until you switch the filter to Not Linked. You can also search the list, and use the actions menu (three dots) on a row to link that one person or to add and update their employment details.

Two bulk actions sit behind the Bulk Actions button in the top-right. Both open a drawer that lists up to 1,000 people, so on a team larger than that some people will not appear in either drawer and have to be handled from their own row on the page instead.

Bulk Link Employees

Bulk Actions → Bulk Link Employees opens a drawer listing your team with an Employment Hero Employee dropdown on each row. Anyone whose Astalty email address matches an Employment Hero email address is matched for you and flagged as auto-matched, so usually you only need to fill the gaps.

Check the matches, set or clear any row that is wrong, then select Link Employees.

Bulk Update Pay Groups

Bulk Actions → Bulk Update Pay Groups opens a drawer listing your team with their current pay group, so you can set pay groups in one pass instead of editing profiles one at a time.

To give several people the same pay group:

1. Choose the pay group from the Pay group dropdown at the top of the drawer.
2. Tick the rows you want it applied to — the checkbox in the header row ticks everyone.
3. Select Apply to Selected, which fills the chosen pay group into those rows.

Ticking rows only drives Apply to Selected; it does not decide what gets saved. Any row can also be set straight from its own Pay Group dropdown without ticking anything, and Apply to Selected can only set a pay group, never remove one — to take a pay group off someone, clear their own dropdown.

When the list looks right, select Update Pay Groups to save.

The drawer builds its own list, so the filter and search on the Employees page behind it make no difference to what appears in it — there is no need to filter the page first. Anyone the drawer does not list still needs their pay group set from their own profile. If there is nobody to show, the drawer shows No employees found.

To see who still has no pay group at all, the Pay Groups report lists every pay group with its assigned employees, and gathers anyone unassigned into an Unassigned row.

Pay item mapping

When you configure a pay group, Edit Pay Item Mapping links each Astalty pay item to the matching Employment Hero work type. When a timesheet batch is exported, each line's hours are sent using the mapped work type so Employment Hero applies the correct rate.

Open it from Settings → Integrations → Employment Hero → Configure → Pay Groups, then select Edit Pay Item Mapping on the pay group. Rows marked Optional only need a work type when you use that pay item.

Sleepover work either side of the night

Two optional rows — Pre-Sleepover (work before a sleepover) and Post-Sleepover (work after a sleepover) — let you send the shifts on each side of a sleepover as their own Employment Hero work types.

Under the SCHADS award, work before a sleepover should be paid at afternoon rates and work after it at ordinary rates. Previously the whole overnight engagement was sent using the sleepover work type, so Employment Hero applied night-shift rates across it and you had to re-type the pay categories by hand each pay run. When these rows are mapped, Astalty tags the shifts on either side of the sleepover with the mapped work types, so Employment Hero applies the correct rate automatically.