Feature Overview
The OrangeHRM – BizPay Central Connector keeps employee data in OrangeHRM and payroll data in BizPay Central in step with each other, so your HR team does not have to type the same information into both systems. OrangeHRM is the main source for employee details, and BizPay Central is the main source for payroll. Employee and organisation details flow from OrangeHRM to BizPay, while salary details and pay slips flow from BizPay back to OrangeHRM.
This article explains what data is shared, which direction it moves in, how often it syncs, and what HR Admins need to know when working with the integration.
Note: The BizPay Central Connector is an add-on that is purchased separately from OrangeHRM. If you are not sure whether your organisation has it, contact your OrangeHRM support representative.
What Data Is Shared
The standard connector includes the following data flows:
| Data | Direction | How often |
| New hires | OrangeHRM → BizPay | Periodically (for example, every 5 minutes) |
| Employee updates (personal, contact and job details) | OrangeHRM → BizPay | Periodically; job changes are sent on their effective date |
| Master data (Sub Units, Job Titles, Employment Statuses) | OrangeHRM → BizPay | Near real-time, whenever an item is added or changed |
| Employee salary details (standard payment components) | BizPay → OrangeHRM | Weekly |
| Pay slips from closed payroll cycles | BizPay → OrangeHRM | Once a day |
| Sync status reports | OrangeHRM → Email | After each sync, as summary or detailed reports |
Note: Attendance data, such as punch in/out records, attendance hours and pay codes, is not sent to BizPay as part of the standard connector. Leave data can be sent to BizPay only as part of a custom plan. If you need attendance or leave data in BizPay, contact OrangeHRM Sales to discuss your requirements.
How Each Data Flow Works
1. New Hires (OrangeHRM → BizPay)
When you add a new employee in OrangeHRM, a matching employee profile is created automatically in BizPay Central. The system checks for new employees regularly (for example, every 5 minutes) and sends them across, so you do not need to create the employee in BizPay yourself.
2. Employee Updates (OrangeHRM → BizPay)
When you change an existing employee's details in OrangeHRM (for example, after a promotion or a department move), the same change is made in BizPay automatically during the next sync.
Changes to the following job details are sent to BizPay on their effective date, not on the date you save them:
- Joined Date
- Sub Unit
- Job Title
- Employment Status
Example: On 10 November, an HR Admin changes an employee's Job Title from "Executive" to "Senior Executive" with an effective date of 1 December. BizPay Central is updated on 1 December.
3. Master Data (OrangeHRM → BizPay)
Master data is the list of shared values that both systems need to agree on. When you add or change one of these items in OrangeHRM, it is sent to BizPay almost immediately:
| OrangeHRM | BizPay Central |
| Sub Unit (ID and Name) | Department (Code and Name) |
| Job Title (ID and Name) | Job Title (Code and Name) |
| Employment Status (ID and Name) | Employee Category (Code and Name) |
Note: Always add Sub Units, Job Titles and Employment Statuses in OrangeHRM. Values added directly in BizPay are not copied to OrangeHRM and are not used by the integration. If an employee record uses a value that does not exist in the other system, that employee's sync may fail.
4. Employee Salary Details (BizPay → OrangeHRM)
Each employee's standard payment components are copied from BizPay to OrangeHRM once a week. You will see the values on the Salary tab of the employee's profile.
- Your organisation provides the list of payment components to sync to the OrangeHRM Implementation Consultant during setup.
- If a payroll code is marked as Suspended in BizPay, that salary component is not created in OrangeHRM.
5. Pay Slips (BizPay → OrangeHRM)
Once a day, OrangeHRM collects the latest pay slip for each employee from closed payroll cycles in BizPay. Each pay slip is added as a PDF attachment in the Attachments section of the employee's Salary tab.
6. Sync Status Reports (Email)
After syncs run, OrangeHRM emails a status report to a registered list of recipients (usually HR or IT). The report lists the records that were synced and any errors that need someone to fix them. Reports can be sent in a summary or detailed format.
How to Exclude an Employee from the Salary Sync
If you do not want an employee's salary details to be updated from BizPay, you can exclude that employee.
- Go to Employee Management and open the employee's profile.
- Click the BizPay Integration tab. You will see the BizPay settings for this employee.
- Select the Skip Salary Sync from BizPay option.
- Click Save. From the next weekly sync onwards, this employee's salary details are not updated from BizPay.
[Screenshot: Employee profile – BizPay Integration tab with the "Skip Salary Sync from BizPay" option highlighted]
Fields Sent from OrangeHRM to BizPay
The following employee fields are sent to BizPay for new hires and employee updates. Fields marked Required must be filled in OrangeHRM for the employee to sync.
| OrangeHRM field | BizPay Central field | Required? | Notes |
| Personal Details – Employee ID | Employee ID | Required | Must be the same in both systems. |
| Personal Details – First Name | First Name | Required | |
| Personal Details – Middle Name | Middle Name | Optional | |
| Personal Details – Last Name | Last Name | Required | |
| Personal Details – Date of Birth | Date of Birth | Required | |
| Personal Details – Gender | Gender | Required | BizPay accepts Male or Female only. |
| Personal Details – Main ID | NIS | Required | Format: one capital letter followed by 6 numbers (for example, X123456). |
| Personal Details – Other ID | TRN | Required | Must be 9 digits. |
| Contact Details – Address Street 1 | Street/District | Optional | BizPay allows up to 30 characters. |
| Contact Details – Address Street 2 | Town/Post Office | Optional | BizPay allows up to 30 characters. |
| Contact Details – City | Parish | Optional | BizPay allows up to 30 characters. |
| Contact Details – Work Email | Optional | ||
| Contact Details – Mobile | Phone Number | Optional | Format: (876) XXX-XXXX. |
| Job Details – Joined Date | Employment Date | Required | Sent on the effective date. |
| Job Details – Sub Unit | Department | Required | Matched by code. Sent on the effective date. |
| Job Details – Job Title | Job Title | Required | Matched by name. Sent on the effective date. |
| Job Details – Employment Status | Employment Category | Required | Sent on the effective date. |
| Active / Terminated (based on employee status) | Status | Required |
Fields Received from BizPay into OrangeHRM
| BizPay Central field | OrangeHRM field | Notes |
| Employee ID | Personal Details – Employee ID | Used to match the employee. |
| Payroll Code | Salary Component – Component Name | |
| Category | Salary Component – Type | |
| Calculation Method | Salary Component – Value Type | |
| Amount / Rate | Salary – Amount / Percentage | Shown on the employee's Salary tab. |
| Suspend | — | Suspended payroll codes are not created in OrangeHRM. |
Notes & Important Behaviour
- Each system owns its own data. Employee details move only from OrangeHRM to BizPay, and salary details move only from BizPay to OrangeHRM. If you change employee details in BizPay, or salary details in OrangeHRM, the change is not copied to the other system and may be overwritten. Always update employee details in OrangeHRM and payroll details in BizPay.
- Attendance is not part of the standard sync. Attendance records, hours and pay codes stay in OrangeHRM and are not sent to BizPay.
- Future-dated job changes wait for their effective date. BizPay is updated on the effective date, not on the day the change is saved.
- Missing master data causes errors. If an employee's Sub Unit, Job Title or Employment Status does not exist in BizPay, that employee's record may not sync. Add the value in OrangeHRM so it syncs across.
- On-site installations need network access. If your OrangeHRM or BizPay system is hosted on your own servers and is not publicly reachable, your IT team must allow access (for example, by whitelisting IP addresses through your VPN or firewall), because the integration runs through a secure cloud-based service.
Fixing Sync Errors
- Open the sync status email you receive after a sync. You will see a list of records that synced and any that failed, with the reason.
- Find the employee or master data item named in the error.
- Correct the data in the system that owns it: OrangeHRM for employee and master data, BizPay for salary data. The record is picked up again in the next sync.
Standard and Custom Plans
All data flows described above are included in the standard plan. A custom plan, available at an additional fee, can also send these to BizPay:
- Additional custom fields created for your business
- Employee leave data
For a custom plan, contact OrangeHRM Sales for a proposal.