Setting Up Employment Hero Integration

Make sure you have all of the following ready for set up:

✅ - An Employment Hero Payroll (KeyPay) account with the business/organisation you want to connect to already set up.

✅ - Administrator access in WorkGuru (you'll be connecting an external system).

✅ - Your employees already created in Employment Hero Payroll, each with an email address.

✅ - The matching staff members set up in WorkGuru, using the same email address as in Employment Hero.

⚠️ The email address is the key. WorkGuru links a staff member to an Employment Hero employee by matching their email address. If the two emails don't match exactly, they won't link automatically and that person's timesheets won't send. (You can still link them by hand as explained at the bottom of this article).

Setting up the integration

Step 1 — Open the integration

In WorkGuru, go to Integrations on the left-hand side menu and open the integrations page. From the integrations page, find the Employment Hero Payroll card and click it - If you haven't connected yet, you'll see a "Not connected" screen.

Step 2 — Connect to Employment Hero

Click Connect on the Employment Hero Integration page. You'll be taken to Employment Hero to log in and grant WorkGuru permission. After you approve, you'll be brought back to WorkGuru automatically.

Step 3 — Choose your business/organisation

If your Employment Hero login has more than one business, WorkGuru will ask you to pick which one to connect to. Choose the correct business and continue. One WorkGuru account connects to one Employment Hero business.

Step 4 — You're connected

You'll now land on the integration's main page, which has three tabs:

Overview — your connection status, the main action buttons, and your settings.

Users — where you link your WorkGuru staff to Employment Hero employees.

Timesheet Log — the list of timesheets and their sync status.

Regarding the "Integration Start Date": when you connect, WorkGuru sets a start date (by default, 30 days before you connected). Only timesheets dated after this date will ever be sent to Employment Hero — this stops years of old history flooding across. If you need this date changed, contact WorkGuru support.

Linking your staff to Employment Hero employees

Before any hours can send, WorkGuru needs to know which Employment Hero employee each WorkGuru staff member is. This is called mapping (or linking). Open the Users tab. You'll see a list of your WorkGuru staff, and whether each one is matched to an Employment Hero employee.

Option A — Link everyone automatically (by email)

On the Overview tab, click "Sync Users to Employment Hero Payroll Now".

WorkGuru looks at every Employment Hero employee and matches them to a WorkGuru staff member with the same email address. Anyone matched will now show as linked on the Users tab.

Option B — Link someone by hand

If a person didn't match automatically (for example, their emails are slightly different), you can link them individually:

 - Go to the Users tab.

 - Find the person and click "Add Employment Hero Payroll User".

 - WorkGuru will find the Employment Hero employee with that person's email and link them.

⚠️ Manual linking still relies on the email matching. If WorkGuru finds no employee with that email — or finds more than one — it will show an error and ask you to fix it in Employment Hero first.

Unlinking someone

If you need to break a link, click "Unlink Employment Hero Payroll User" next to that person. This only removes the link in WorkGuru — it doesn't change anything in Employment Hero.

There's also a "See User in Employment Hero Payroll" button that opens that employee directly in Employment Hero — handy for double-checking you've linked the right person.

Your integration settings explained

These live on the Overview tab of the integration:

"Automatically send timesheets to Employment Hero Payroll?"

Yes — WorkGuru sends eligible timesheets across on its own, roughly every few minutes, without you clicking anything. It will also automatically re-send a timesheet if you edit it later (see Section 9).

No — nothing sends automatically. You send when you're ready by clicking Send Timesheets (and you push edits with Resync).

Which should you choose? If your team's hours are reliable and you want a "set and forget" setup, choose Yes. If you like to review before anything reaches payroll, choose No and send manually.

"Only sync approved timesheets?"

Yes — only timesheets that have been approved in WorkGuru will be sent. Draft and unapproved timesheets are held back.

No — timesheets are sent regardless of approval status (as long as they're otherwise eligible).

Turning this On is the safest choice for most businesses — it means a supervisor's approval in WorkGuru acts as the gate before hours reach payroll.