Full Syncing Process: How to Turn On Employee Profile Syncing Between Sprout HR and Payroll

This article outlines the steps to enable the Employee Profile Syncing feature between Sprout HR and Sprout Payroll. Once synchronized, most employee information updates will only need to be done in Sprout HR and will automatically reflect in Sprout Payroll.

Note: Manual payroll adjustments (recurring or one-time) will still need to be processed directly in Sprout Payroll.

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Step 1: Determine Expected Employee Sync Count

Before initiating the sync, you must confirm the total number of employee profiles expected to be synchronized.

1. Generate an Employee List Report in Sprout.
2. Note the total employee count. This number is vital for validation in a later step.

See this Article: How Do I Generate an Employee List Report?

Step 2: Request Activation of the Pre-Migration Prompt

The Pre-Migration Prompt generates a report that helps you identify and fix profile discrepancies between the two systems.

1. Submit a Change Request Form to Experts.
2. Indicate your request to enable the Pre-Migration Prompt.
3. Specify the username of the account where the report will be activated. Please note that the said report can only be enabled for users with Administrator Accounts.

See this Article: Pre-Migration Report

Step 3: Review and Correct Employee Profile Discrepancies

Once the Pre-Migration Prompt is activated, you will receive a report with three sheets:

• Both HR and Payroll: Employees with matching Payroll PIE ID, TIN, and birthdate across both systems, but with discrepancies in other profile details.
• HR Only: Employees detected only in Sprout HR, or profiles with a Payroll record where the Payroll PIE ID, TIN, and birthdate do not match.
• Payroll Only: Employees detected only in Sprout Payroll, or profiles with an HR record where the Payroll PIE ID, TIN, and birthdate do not match.

Goal: Ensure employees listed in the 'HR Only' and 'Payroll Only' tabs have counterpart profiles that align so they can move to the 'Both HR and Payroll' sheet.

To resolve discrepancies, make sure the following critical fields are aligned across both HR and Payroll profiles: Birthday, TIN, and Payroll Pie ID.

Key Reminders for Addressing Discrepancies:

Special Handling for Employment Statuses:

Important: Keep a list of employees originally tagged as AWOL, End of Contract, and Part-Time. You may revert their status in Sprout HR after the Full Sync, and the change will automatically sync to Sprout Payroll.

Validation: For every correction, you may request the Pre-Migration Report again to validate that the changes have taken effect.

Step 4: Request Pre-Merge

Once all profile discrepancies have been corrected, you can merge the departmental and location data.

1. Submit a Change Request Form to proceed with the Pre-Merge. The purpose of this step is to merge department and location data across both Sprout HR and Payroll.

Step 5: Proceed with Employee Merging

After the Pre-Merge, you are ready to merge the employee profiles.

1. Submit another Change Request Form to proceed with the Merging. Alternatively, the Customer Advocate (CA) may ask for confirmation.
2. The CA will inform you of the number of employees valid for syncing.
3. Once you confirm this number (ideally matching your count from Step 1), the merging process will proceed.

Warning: Employees not valid for syncing cannot be re-synced after this process. Also, refrain from adding new employees until the full syncing process is accomplished.

Step 6: Request Post-Migration Report

After the merging is complete, validate that no new discrepancies were created during the process.

1. Submit a Change Request Form to enable the Post-Migration Report.
2. Indicate the username of the account where the prompt will be activated.
3. A Pre-Migration Prompt will be sent again to check for post-migration discrepancies.

Scenario: If discrepancies are found, you must address them and then repeat
Step 4 (Pre-Merge) to validate the new/updated valid number of employees before proceeding to the final step.

Step 7: Request Full Sync

If the Post-Migration Report shows no further discrepancies, you are ready for the final step.

1. Submit the final Change Request Form to enable the Full Sync.

I hope this detailed guide clarifies the process for enabling Employee Profile Syncing between Sprout HR and Payroll. Following these steps carefully will ensure a smooth and accurate transition, allowing you to manage most employee data updates efficiently within Sprout HR.

You may also contact and coordinate with your Customer Success Manager to help you in this process.