ChartHop supports syncs with a number of payroll providers, such as ADP.
These syncs are all currently one-way from the payroll provider to ChartHop. Thus the payroll provider remains the source of truth on compensation and reporting structure, but ChartHop is always up-to-date with the latest state of payroll.
Typically the payroll provider does not track open roles, so ChartHop has a fuller view of the organization.
Each day, ChartHop will examine the state of the organization in the payroll provider, and the state of the organization in ChartHop, and make any changes necessary in ChartHop to ensure the two are reconciled. These changes include:
If the sync encounters jobs and people on the ChartHop side that do not appear on the payroll side, those jobs and people will be ignored for the purposes of the sync and will not be touched or removed.
If someone is reporting into an open job on ChartHop, the sync will consider the first actual person they report to to be their manager for payroll.
For example, if Bob reports to an open VP of Marketing job which reports to Alice, Bob's manager should be Alice in the payroll system, but the full manager chain remains accurate in ChartHop and will not be disrupted.
In most cases, it is sufficient to enter the change on the payroll-provider side, and let the sync carry it over into ChartHop. In a few cases, you will want to enter the changes into ChartHop simultaneously -- those cases are described below.
Occasionally, due to data entry issues or unusual circumstances, the sync will make a change that needs to be fully undone or corrected. Any change that the sync makes is generally safe to remove, since at worst, the following day's run will correct it.
The important thing is to always fix data in the payroll provider first, since that's the source of truth, and then undo any extraneous changes from the ChartHop side if needed.
When a new hire is made, the sync will look for any open roles that exactly match title and manager, and hire the person into that role, dated to the hire date in the payroll provider.
If the sync cannot find any open roles that are a match, it will create a new job and hire the person into that. Sometimes this may be what you want, and sometimes it isn't.
If a new job gets created erroneously due to a mismatched title or manager, the best way to fix it is to manually undo both the hire and the creation of the new job, then ensure that an open role exists with the correct title and manager, then re-run the sync again.
If someone changes title, the title change will sync to ChartHop as a neutral change, not a promotion or a demotion.
If the title change is a promotion, you should mark it as such on the History page in ChartHop, immediately following the sync.
If someone is moving from one job into another open job, leaving their previous job open (potentially eligible for backfill), this should be scheduled on the ChartHop side using Move Person, concurrent with the change on the payroll side.
This is necessary because if someone changes managers, the payroll sync will assume it's a structural change where the job is reporting to a different manager -- it can't tell the difference between a transfer that leaves an open role behind, and a manager change. By scheduling the transfer on the ChartHop side, you clarify this for the sync.