When your Inn-Flow account is integrated with Netchex – an outside payroll and HR provider – some employee records are controlled by the payroll integration and cannot be edited freely in Inn-Flow. This article explains the restrictions you'll see on entities (the hotels or properties assigned to an employee) and on employee types, and how to disassociate or reassociate an employee from the integration when you need to make changes.
Managing Entities for Payroll-Integrated Employees
When you try to change the entity (hotel) assignments for an employee managed by the Netchex payroll integration, you may notice these restrictions:
Disabled entities: If an entity is managed by the payroll integration, it appears disabled in the employee's profile.
Hovering over the disabled entity displays the message: "This user is managed by a Payroll Integration. Update the user in your payroll system or change this user to another Employee Type."
Action required: To change which entities are assignable, you must first change the employee's type (see below).
Changing an Employee Type
To free up entity assignments, change the Employee Type from any payroll-included option to either Contractor or Exempt from Payroll. This triggers a safeguard:
Warning dialog: Selecting Contractor or Exempt from Payroll displays: "Changing the Employee Type of this user will disassociate them from the payroll integration and may result in incorrect payroll data."
Cancel: Reverts the Employee Type to its previous value.
Proceed (shown in red): Confirms the change and saves the new Employee Type.
Clicking Proceed disassociates the employee from the payroll integration and removes their Payroll ID from their entity-wide settings. You can change this back later after reassigning entities. After switching to Contractor, you MUST choose a payment method and then click Save in the bottom right corner, or your settings will not take effect. |
Impact of Employee Type Changes
Contractor or Exempt from Payroll: The employee no longer syncs with Netchex. Any payroll-related data must be managed manually until you switch back to a payroll-managed type.
Switching back to a payroll employee: If the type is changed back to a payroll role (for example, Wages), Inn-Flow resumes syncing the employee with Netchex. Confirm all payroll details are accurate in both systems after reactivation.
Best Practices
Verify changes: Always double-check employee details before confirming.
Consult payroll admins: Coordinate with your payroll administrators on significant updates.
Maintain records: Keep documentation of changes for audit purposes.
If the entities you assign revert after re-syncing the user to Netchex, there is an issue on the Netchex side that needs attention. Check the employee's profile in Netchex to resolve it. |
If you run into issues or have questions about managing employee entities and types, contact Inn-Flow Support at [email protected].