Phorest

Who has access?

Only Loop HR account holder (owner) will be able to request integration and import data from their Phorest account.

How to connect?

1. Go to Connections, this can be found on top right corner under your name

1. Click Request Connection inside Phorest widget

1. Notification will be send to the Loop HR support team and they will setup connection to your Phorest account.

1. Loop HR team will be in touch once your Phorest account is connected.

What data can be imported from Phorest?

You will be able to import the following:

• Branches

  • In Loop hr we refer to branches as Locations

• Staff

  • In Loop hr we refer to staff as Employees

• Staff Categories

  • In Loop hr we refer to staff categories as Job Titles

• Work timetables

  • In Loop hr we refer to work timetables as Schedules

• Staff Sales Report

  • In Loop hr we refer to staff sales repot as Sales Data

Import Data

Staff

1. Go to Connections > Phorest > View

1. Click Import

1. Select Branch you wish to import your staff from and click Import

1. Review your imported data in Last Import widget

Incomplete Staff Imports

When importing staff from the Phorest account, Loop HR will be able to match and link staff to an existing employee profiles setup in Loop HR. If import is successfully linked, it will be marked as complete.

Where Loop HR cannot match imported staff ID's (because the name is significantly different in Phorest); the import will be marked as incomplete. You will be able to manually match staff in this instance. Or add the team member as a new employee into Loop HR.

There are 3 options available to resolve incomplete staff imports:

• Manually Link staff to an existing employee profile

• Complete Profile by creating a new employee profile in Loop HR

• Discard import, in case you do not wish to import that particular staff into Loop HR

Staff Categories

When importing staff from the Phorest account, staff category is imported as part of the data. If this category has not be previously setup in Loop hr under Business > Teams & Jobs, Loop hr will create this Job Title for you.

Work timetables

1. Go to Team > Schedules > Calendar, select the date range you wish to import, Week, Month or the pay Period. Then click Import, from the orange button with a down arrow.

1. Select Branch and Date Range you would like to import work timetables for and click Import. Check the import information is correct, including the date range.

If you wish to replace the schedule in Loop HR with Phorest schedule then first Delete the Loop HR schedule. If there are holidays or other events in the Schedule, you must remove them manually from the relevant function - e.g. to remove holidays, go to Holidays and delete from there. Note: Phorest schedules will not import over other events.

Sales Data Import from CSV

1. Go to Business > Sales Data and Create New Report for period you wish to import sales

2. Click on the three dots in top right corner and click Import

1. Attach CSV file exported from the Phorest account

Read instructions on how to export CSV from Phorest account

The CSV file will look like this

Check the video below on how to export sales report from your Phorest Account.

Exported report sales values include VAT. Loop HR records sales date as NET values, therefore VAT will be deducted from the report automatically.

1. Confirm attached file meets all the conditions listed below and click Import

Note: Loop HR can only match sales data information from the CSV file for staff who are connected both in Phorest and Loop HR. To connect employees see earlier step Import Data.

Limitations

There is currently no automated sales data import function from Phorest. We do not have timeline when this feature will be available.