foundU to CitationHR Integration

Step 2: Connect to foundU and CitationHR on iHUB

From 'Connections' page, click the 'Add Connections' button and select ‘import from foundU’ to add a new connection between foundU and CitationHR systems.

 

Click on ‘Connect’ button on Source(foundU) and Destination (CitationHR ) systems by authenticating with the credentials for each system.

 

A new page will open up each time you click the ‘Connect’ button to enter the credentials for both foundU and CitationHR. To establish foundU's connection before the credentials page, users will also need to add their foundU subdomain which is the company name mentioned in their foundU URL e.g. https://company-name.foundu.com.au. 

After successful logins, the page will route you back to the iHUB page by updating the status as ‘Connected’.

 

After successful logins, the connection will have an ‘Active’ status, which means that it is now ready to initiate the job to import data from foundU to CitationHR.

 

Step 3: Kick off integration job to sync the data

Once an active connection is established between foundU and CitationHR systems, you are allowed to initiate a connector job to transfer data from foundU to CitationHR. There are currently 2 types of connector jobs, Scheduled or Manual. 
 

Schedule Job:
Click on ‘Create’ button to initiate a schedule job. This is a pre-defined scheduled job to transfer data from foundU to CitationHR at set intervals.
 

 

Manually run the Job: 
When there is a need to transmit data immediately instead of waiting for the scheduled job to run, you will have option to run the job manually. Using this option will kick off the data transfer immediately and does not interrupt the regular scheduled data transfer.

 

 

Frequently Asked Question (FAQ) 

 

Employee records are not syncing, who do I contact?

You can view the integration details and any data synchronisation issues under the 'Reports' section in iHUB. If you are unable to resolve the issue, your first point of contact for assistance is the CitationHR's Product team at product@citationgroup.com.au.

 

Is it a 2-way integration?

Currently we offer a one-way integration that sends data from foundU to CitationHR. For more detailed information on what data is sync'd, please refer to the notes below for the mapped fields and limitations
 

Is there a fee to use the integration?

The CitationHR Customer Services Team will advise you on any costs based on your subscription.

 

Can we sync one CitationHR account with two different foundU sub-domains?

No, you can only sync one CitationHR account with one foundU sub-domain. Syncing up more than one sub-domain may override employee records in CitationHR if same ID are found across two sub-domains. 

 

When the sync occurs will it create the employee records in CitationHR under a branch?

Yes, the approved employee records imported from foundU will be created under the Account's primary branch in CitationHR. The following checks will be run to identify the primary branch:

• The system will check if any branch in the account's hierarchy is directly linked to the account's primary contact. If such a branch exists, it is considered the primary branch.
• If no branch is linked to the primary contact, the method defaults to selecting the first branch in the account's hierarchy as the primary branch.
• If the account has no branches, the method ensures that no branch is returned.

• The system can always identify a primary branch for an account, either by direct contact association or by falling back to the first available branch.

   

Is the integration automated?

Once the integration is setup and the connector job is scheduled the integration happens automatically at set intervals. If there is a need to sync the data outside of scheduled run, you can run the integration job manually to immediately sync the data between both the systems. 

 

What will happen once I move the employee record from primary branch to a different branch?

Once the employee record is moved to another branch it will not sync with any updates made from foundU when the next job runs. The current implementation only supports the automatic updates until the employee records exist in the primary branch in CitationHR.

Admin manager can manually update the employee data in CitationHR once the employee record is moved to a different branch to maintain parity between both system records.

 

I’m in New Zealand, is this available to me?

foundU product is for Australia Payroll processing, so this integration is only applicable for AU clients.

 

What is currently not supported with the integration?

• Terminated Employees (Finish Date and Termination Reason in foundU) are currently not added/updated through this connector. When there exists an employee with ‘Terminated’ status and ‘End date’ in CitationHR and no ‘Finish Date’ in foundU a warning message in the Job detail report will be displayed as ‘Finish Date needs to be updated in foundU for this employee’.

• Declined, pending & archived employees are excluded from being sync’d from foundU to CitationHR as ‘only approved & updated employees are synced from foundU to CitationHR’.

• Payroll, Bank, Superannuation and Tax data will not sync as part of this integration.

 

What will happen if a matching candidate in CitationHR to foundU's approved employee?

If an approved employee exists in foundU but not in enableHR, the connector will:

• Automatically look for a matching candidate first in CitationHR.

• If a matching candidate is found, the Connector will:

  • Convert the candidate to an employee

  • Display the message: “Converting Candidate to Employee” in the Writer column so you know exactly what happened.

• On the next Connector run after a candidate has been converted:

  • The system will recognise that the record ID has changed and display a warning:

    “We’ve identified a record ID that has changed. Detecting new ID”

  • iHub will then:

    • Automatically update the internal mapping from the old candidate ID to the new employee ID

    • Continue syncing updates to the correct employee record

• To ensure data integrity:
  If two candidates appear to match the same foundU employee, the Connector will now throw an error to avoid incorrect linking.

• If the Connector cannot find the converted employee or candidate data expected in CitationHR, it will surface a clear error message describing the missing record.

 

Field Mapping:
 

Below are the current field mappings from CitationHR to foundU. 

Field Name in CitationHR	Field Name in foundU	Mandatory field	Notes
Surname	Surname	Yes
Middle Name	middle_name
Title	Title		foundU → CitationHR Mr → Mr Mrs → Mrs Miss → Miss Ms → Ms
Address Line 1 (Personal)	street
Address Line 2 (Personal)	street
Suburb (Personal)	hr_suburb
Postcode (Personal)	Postcode
State (Personal)	hr_state		foundU → CitationHR WA → WA NSW → NSW VIC → VIC QLD → QLD ACT → ACT NT → NT TAS → TAS SA → SA
Employment Type	Employment Type		foundU → CitationHR Permanent (Full Time) → Full Permanent (Part Time) → Part Casual → Casual
Commencement Date	employment_start_date
First Name	First Name	Yes
Position Title	Custom Position Title		foundU → CitationHR Custom Position Title (Value) -> Position Title (Value) Custom Position Title (empty) -> Position Title (empty) Custom Position Title (empty) -> Position Title (Manually updated value) Only If foundU's Custom Position Title is not updated/empty, Then Position Title in enableHR can be manually updated and the future syncs will not override the manual update.
email (home/personal	email	Yes	Mandatory in foundU
UUID	external_id
Date of Birth	dob
Gender	gender_detail		foundU → CitationHR male -> Male female -> Female nonBinary, specify -> Non_Binary noAnswer -> Not_Stated else -> Not_Stated
Phone (Mobile)	Mobile	Yes	Mandatory for foundU
Preferred Name	preferred_name
Emergency contact > Primary > Full name	emergency_contact_1_name
Emergency contact > Primary > Relationship	emergency_contact_1_relationship
Emergency contact > Primary > Mobile	emergency_contact_1_contact		foundU → CitationHR Contact -> Mobile
Emergency contact > Secondary > Full name	emergency_contact_2_name
Emergency contact > Secondary > Relationship	emergency_contact_2_relationship
Emergency contact > Secondary > Mobile	emergency_contact_2_contact		foundU → CitationHR Contact -> Mobile