The Account Sync System is a revolutionary way to keep your Employee's account in-line with your Agency's roster. The Account Sync System within the VAIRKKO Platform makes adding, removing or updating an employee's HR profile an easy process. The Account Sync system utilizes specific mapping and a specific email address to easily import your information. Once your Account Sync System is configured all you have to do is send an email and the system will do the rest. To learn more about this system read some of our frequently asked questions below.
Q: What are the prerequisites to use the VAIRKKO Account Sync system?
A:
- An HR/Payroll software application that has the ability to pre-schedule reports to be run at a specific time in an unattended mode. Meaning the software can run a report at 2 am (or any other time you specify) automatically without user intervention
- The report data must be able to be sent to an @vairkko.com email address
- The report data must be able to be sent within the email in EXCEL format
Q: Ok, so I have an HR/Payroll System that meets the above prerequisites, how do I set up the report in my company's HR/Payroll Platform?
A: VAIRKKO Supports a wide range of platforms from Paycom, to Paycore, to UltiPro and hundreds of others. Each platform has their own way of "scheduling reports". Please refer to your own HR/Payroll software vendors user manual or contact their support team for further details on how to set up a pre-scheduled report.
Q: How does this feature work?
A: Once your Account Sync system is configured you will simply send an email with an excel spreadsheet as an attachment to a specific email address and the VAIRKKO Platform will do the rest.
Q: What information can be included in the spreadsheet?
A: The following fields can be imported into your VAIRKKO Platform with the EAC system:
| Biography | Can Log in | Cell Number | Cell Provider | City |
| Company ID/Name | Country | Date of Birth | Department ID/Name | Email Address |
| Emergency Cell Num | Emergency Cell Provider | Employee ID/Number | First Name | FT/PT/Per Diem/Vol |
| Gender (M/F) | Hire Date | Home Phone | Hourly Salary | Is an Employee |
| Last Name | Location ID/Name | Middle Name | Monthly Hour Work Limit | Name Prefix |
| Name Suffix | Nickname | Password | Personal Email | Primary Job |
| Race | Schedule Label | Seniority Date | SSN | State |
| Street Address | Suite/Apt | Supervisor Email Address | User Name | Walkie Number |
| Work Ext. | Work Phone | Work Status | Yearly Salary | Zip |
Q: How does the system know what information goes to which employee?
A: The Account Sync System uses either the employee's email address or employee ID/Number to ensure the date is imported properly.
Q: When is the data processed?
A: Every morning at 1:00 EST the Account Sync System automatically checks to see if your Agency has sent a new email. If a new un-read email is found the system will then begin the import process.
Q: How do I know if it works?
A: You will receive two emails from the Account Sync system. A confirmation email will be sent from the Account Sync system once it has received the initial information. A second email will be sent once the data has been imported into your VAIRKKO Platform, this email will contain the number of accounts added, disabled, or updated.
Q: What is the workflow of the Account Sync system?
A: The system first makes updates to any existing accounts second the system will disable any accounts freeing up licenses for adding new accounts the last step is the addition of new accounts.
Q: What happens if I don't have enough Licenses to cover the users I am adding?
A: If your Agency does not have enough licenses the Account Sync will automatically add the exact number of licenses needed to complete the import.
Q: How does the Account Sync System know which accounts to disable?
A: When the Account Sync system processes the data any active employee account found within your VAIRKKO Platform but not found on your import spreadsheet will be disabled.
Q: Can the Account Sync System re-enable accounts?
A: Yes, to re-enable an account simply add the employee's name back to the spreadsheet.
Q: What if I don't want an account managed or affected by account sync?
A: On the users, general detail tab within their profile set the "Profile Update" drop-down to manual. This will prevent the account from being affected by account sync.
Important Information
- If an employee is not listed on the spreadsheet their account will be disabled.
- If any columns are added or removed to your spreadsheet notify the VAIRKKO Support Team.
- The email to the Account Sync System has to originate from the same email address each time if the email address needs to be changed contact the VAIRKKO Support Team.
- If your spreadsheet contains hidden rows these rows will be processed by the Account Sync System.