The Inn-Flow Netchex integration seamlessly connects Inn-Flow’s time tracking, rates, and user info to Netchex’s payroll and employee demographics. It allows Inn-Flow customers to seamlessly automate the processing of payroll and ensures accurate, fast payroll management. 

Step 1: Get Information from Netchex

  1. Get Company IDs: Log in to Netchex and get the Company ID for each entity. These will be needed in later steps. 
  1. Ensure Pay Period in Netchex: In Netchex, create a pay period so that Inn-Flow can send time and attendance. The pay period in Netchex must line up with the pay period in Inn-Flow.It will be needed for testing in later steps. 
  1. Export Code Field Mappings: Pull the Export Codes from Netchex so we can properly attribute departments and positions via field mapping (later step). For reference, below is a list of some (not all) of the differences in Netchex and Inn-Flow terminology:  
     

NETCHEX 

INN-FLOW 

Division Code 

Property 

Business Unit 

Department 

Department Code 

Position 

Company Code 

EIN of Individual Property 

 

Step 2: Activate the Integration 

  1. An Inn-Flow agent can turn on the Netchex Integration settings.
  1.  

Step 3: Map Fields & Set Up Export Recipients 

Enter the Netchex Company IDs for each hotel entity in Inn-Flow. This ensures payroll for each property is mapped to the current Division Code in Netchex. 

  • Navigate to Administration > Entities > Choose a Hotel > Select Subscriptions > Open Labor > Ender the Company ID. 


Enter the Department Codes and make sure the codes are mapped correctly to the corresponding Inn-Flow Codes. 

  • Navigate to Labor > Payroll Processor > Payroll Export Code Mapping 


Change the Payroll Export Format to “NETCHEX” and enter the desired Employee Payroll and Contractor E-mail contact information. 

  • Navigate to Labor > Payroll Processor > Payroll Export Recipient 

Step 4: Create/Configure Employees 

For this next step, the key that links users in Inn-Flow to employees in Netchex is a Social Security Number (SSN). When a new employee is created in Netchex, it will automatically create a user in Inn-Flow. There are two potential paths:  

  1. If the employees are already in Netchex, an Inn-Flow agent can put in a request for the development team to pull employees from Netchex. This will automatically create all users. 
  1. If employees don't exist in Netchex, follow standard Inn-Flow process for creating users, but put in an SSN for each user. 


Notes:

  • Once a Netchex-managed employee is created, that user should have a payroll ID in Inn-Flow. 
  •  You should not create any users in Inn-Flow that are being imported from Netchex. 
  • No employee should have a position assignment with the same COA as another position to       which they are assigned. Hours for the second position will not export. All positions and COAs should be unique. Position COA Mapping can be found in Labor Management > Departments & Positions > Positions


Step 5: Test the Integration

Create dummy time and attendance data for a pay period for any hotel entity that has been configured to use the integration. 


Spot check a few employees’ Profile Pages and ensure they have a “Payroll ID” listed on their “Entity Wide Settings.” This means the integration is connected and users are mapped correctly.  


Ensure any new employee is checked and that their payroll hours are correct. New Employees that start in the middle of a payroll will need to be manually edited to set the correct hours. 


Export payroll for that pay period and ensures there are no errors. 
  • If no errors, delete test payroll from Netchex. 
  • If errors, check that all entities have Company ID’s mapped and that the pay code fields are mapped correctly, then try again. 
  • If any employees do not show up in Netchex that were expected, check that employee’s profile and entity-wide settings in Inn-Flow to ensure they have a position, rates, SSN, and other profile-completeness attributes. 


By adhering to these steps and ensuring all fields are correctly mapped and tested, a successfully setup is guaranteed, and clients will be enabled to sync labor and payroll effortlessly, freeing up valuable time for other operational tasks. 


For any issues or support, please refer back to this guide or open a support ticket so the development team can investigate.