Managing Employee Entities and Employee Types with the Netchex Integration

Managing Employee Entities and Employee Types with the Netchex Integration

Overview

This article provides guidance on how to manage employee entities and employee types within Inn-Flow when your account is integrated with Netchex. 

In this article:

1. Understanding restrictions on modifying entities for Netchex-managed employees.
2. Dealing with warnings when attempting to change employee types.
3. Process for disassociating and associating employees from with the Netchex integration.

Managing Entities for Payroll-Integrated Employees

When attempting to change the entity associations for an employee managed by the Netchex payroll integration, you may notice certain restrictions:

• Disabled Entities (Hotels):
• If an entity is managed by the payroll integration, it will appear as disabled in an employee's profile.
• Hovering over the disabled entity will display the following 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 modify which entities are assignable, you must first change the employee's type (outlined below).

Changing an Employee Type

Change the Employee Type from any payroll-included option to either "Contractor" or "Exempt from Payroll." This triggers safeguard process:

• Warning Dialog:
• Upon selecting "Contractor" or "Exempt from Payroll" you will receive this warning message:
  “Changing the Employee Type of this user will disassociate them from the payroll integration and may result in incorrect payroll data.”
• Decision Options:
• Cancel: Reverts the Employee Type to its previous value.
• Proceed (Highlighted in Red): Confirms the change and saves the new Employee Type.

Important:

• Clicking “Proceed” will disassociate the employee from the payroll integration. You can change this back later after you've assigned entities.
• The employee’s Payroll ID will be removed from their entity-wide settings.
• After changing to a "Contractor" you MUST choose a payment method and then click "Save" in the bottom right corner. Otherwise, your settings will not take effect. 

Impact of Employee Type Changes

• Contractor or Exempt from Payroll:
• The employee will no longer sync with Netchex.
• Any payroll-related data must be managed manually moving forward unless you change back to a payroll-managed Employee Type.
• Switching Back to Payroll Employee:
• If the employee's type is changed back to a payroll-related role (e.g., Wages), Inn-Flow will resume syncing the employee with Netchex.
• Ensure all payroll details are accurate in both Inn-Flow and Netchex after reactivation.

Best Practices:

• Verify Changes: Always double-check employee details before confirming changes.
• Consult Payroll Admins: Coordinate with your payroll administrators when making significant updates.
• Maintain Records: Keep documentation of changes for audit purposes.

Note: If the entities you assign are reverted back after re-syncing the user to Netchex, this means there is an issue on the Netchex side that needs to be managed. Please check the employee profile in Netchex to proceed.

Need Help?

If you encounter issues or have questions about managing employee entities and types, please contact Inn-Flow Support at support@inn-flow.com.