Understanding the Payroll ID Field in Inn-Flow

Overview 

The Payroll ID field in Inn-Flow is a flexible, non-mandatory identifier designed to help map users between Inn-Flow and external systems such as payroll, benefits, or HRIS platforms. It supports smoother integrations and simplifies data alignment between platforms.

What is the Payroll ID? 

The Payroll ID is a user-specific value that acts as a bridge between Inn-Flow and external systems. Many customers use this to link users in Inn-Flow with corresponding records in:

• Payroll processors (e.g., ADP, Netchex)

• Benefits platforms

• HR systems

For example, if your payroll provider uses an internal Employee ID that differs from Inn-Flow’s, the Payroll ID allows that mapping to stay consistent and visible in Inn-Flow.

Where to Find the Payroll ID 

To view or manage a user’s Payroll ID:

1. Go to Administration → Users.

2. Click on a user to open the profile modal.

3. Navigate to the Labor tab.

4. Within Entity-Wide Setting, the Payroll ID field will appear near the bottom of the screen.

How Payroll ID Works in Time & Attendance Exports 

When you export time and attendance data for payroll purposes, the Payroll ID field is included in the export file (when populated). This ensures seamless upload into external payroll systems that require a unique employee identifier.

1. If your payroll system expects a specific employee ID or reference code, using Payroll ID in Inn-Flow helps ensure your export is accepted without additional reformatting.

2. If no Payroll ID exists, the export will attempt to fall back to another supported field such as Name or SSN (based on the export format).

 Behavior & Rules 

• Visible by Default: The Payroll ID field is turned on by default for all new and existing customers.

• Editable by Admins: If your account is not connected to a payroll integration (Like Netchex or Paychex), the field is editable.

• Integration Behavior:

• If your payroll integration (Netchex or Paychex) is pushing Payroll IDs into Inn-Flow, the field will become read-only and show the value provided by the integration.

• If a Payroll ID already exists and is used to match with another system, it will be preserved and locked when the integration is turned on.

• If not previously used for mapping, Inn-Flow will overwrite it with the value from the integration and disable edits.

 Common Uses 

• Avoid mismatches in payroll exports.

• Match employee records across multiple systems.

• Simplify onboarding with external services.

• Troubleshoot integration syncs more easily.