Multiple Payroll Entities
Introduction
Worknice allows you to connect and integrate multiple payroll entities to a single account. This is useful when your organisation operates across multiple legal entities, payroll files, business units, or regions, but still wants to manage people from one central Worknice platform.
Once connected, you can control which person and new hire connects to which payroll entity. This gives you the flexibility to keep payroll data accurate while maintaining one shared People Directory in Worknice.
This capability is unique to Worknice
Before You Get Started
You must be an Account Owner to connect and manage payroll integrations.
You’ll need the correct permissions in each payroll system you want to connect.
Worknice supports person-level connection control, so you can decide exactly which payroll a person should sync to.
Getting Started
First, ensure you have your payroll entities connected to Worknice. To do this;
Go to Apps from the left-hand menu.
Open the App Directory.
Create a connection for each payroll entity you want to connect.
Repeat this process until all required payroll entities are connected to your Worknice account.
You can connect multiple instances of the same payroll platform if your organisation uses more than one payroll file or entity.
Initial Setup: Map People to the Correct Payroll Entity
Once all payroll entities are connected, you can choose which people should sync to each payroll.
Open the payroll integration.
Review the Remote Records list.
Match or connect the correct people to that payroll entity.
What is matching?
When the person's record exists in both payroll and Worknice, you can match them up.
What is creating a new person?
When a persons record is missing in either Payroll or Worknice, you can automatically create a new record.
New hires: Map New Hires to the Correct Payroll Entity
When onboarding a new hire, you can choose which payroll entity they should be sent to.
During New Hire Creation
Go to People and click Add Person.
Enter the new hire’s details.
During the onboarding setup, locate the Integration Connections section.
Select the payroll entity you want this person to be connected to.
Complete the onboarding process.
Once onboarding is complete and the employee record as the required payroll information, the employee will be provisioned into the selected payroll entity.
After the Person Is Created
If you didn’t assign a payroll during onboarding:
Go to People.
Open the person’s profile.
Navigate to the Settings tab.
Find the Integration Connections card.
Click Add next to the relevant payroll integration.
The person will be synced to that payroll entity on the next sync.
You can update or change payroll connections at any time.
Why Use Multiple Payroll Entities?
This setup is useful when your organisation has:
Multiple legal entities
Separate payroll files by region or business unit
Different payroll systems for different worker groups
A need to keep one shared People Directory while maintaining separate payroll processing
Best Practices
To keep things clean and accurate:
Connect all payroll entities first before mapping people
Confirm which payroll entity each person belongs to before syncing
Use person-level connection control to avoid incorrect payroll matches
Review employee codes and payroll identifiers to ensure they align correctly
You’re All Done!
You can now connect multiple payroll entities to one Worknice account and control exactly which people sync to each payroll.
If you have any questions, please reach out to our support team at help@worknice.com or through the help section within Worknice.