iPayroll and MyHR integration (NZ)
This guide explains how the integration between iPayroll and MyHR works; and a how to guide on setting up the initial integration.
Contents
How does the integration work for new employees
How does the integration work for existing employees
What information is sent from MyHR to iPayroll
Overview
A payroll integration links your MyHR account directly to your payroll system, so employee and leave information flows automatically between them.
Below you can find instructions on how the integration between MyHR and iPayroll works and how employee profiles are connected between the two systems.
You'll need owner or manager access with the 'Manage integrations' permission MyHR and an API user in iPayroll to complete these steps.
What this integration does?
Connecting MyHR to iPayroll means employee details and leave flow automatically between the two systems — no double entry, no switching between platforms.
Once connected:
- New employee records are created in iPayroll automatically when a person signs their agreement in MyHR
- Employee detail changes in MyHR can be pushed to iPayroll automatically
- Leave approved in MyHR is sent straight to iPayroll — employees can see their leave balances without logging in to payroll
How the integration works for new employees
New employee records are automatically created in iPayroll when:
- A new employee signs their first employment agreement using the e-signature function in MyHR;
- Or a signed copy of the employment agreement is manually uploaded to MyHR.
When an employee receives their invite to MyHR, they are prompted to fill out their personal details form, if this is completed prior to the agreement being signed - this information will also go over to payroll.
The employee information provided when using the Add Person function in MyHR will be used to populate as many details as possible in iPayroll.
This establishes the link between MyHR and iPayroll for the employee’s record.
If you are not comfortable with an automatic link being established, the integration also allows you to choose to manually ‘send’ new employee details from MyHR to iPayroll at any time.
How the integration works for existing employees
For existing employees, the integration process will require the link between both MyHR and iPayroll to be established manually. Instructions on how to link employees can be found below.
Once an employee is linked between MyHR and iPayroll, you and your employee will be able to see the relevant leave types when requesting leave and their up-to-date leave balances will show.
It is important to ensure that the leave approvals/requests and cancellations are approved in MyHR and not your payroll system so that the logs are accurate.
What data is sent from MyHR to iPayroll
When a new employee is created, MyHR sends the following to iPayroll:
- Name, email, phone
- Date of birth, gender
- Address
- Job title
- Start date
- Employment type and pay frequency
- Hours of work
- Pay rate and pay type (salary or hourly)
- Tax code and IRD number
- Bank account
- KiwiSaver details (see note below)
- User-defined group and cost centre (if configured)
Ongoing, MyHR sends approved leave requests to iPayroll and pulls leave balances back so employees can see them in MyHR.
For ongoing employee detail updates, see Automatic data updates between MyHR and payrolls.
A note on KiwiSaver: iPayroll requires KiwiSaver information when creating an employee. For employees within the standard age range (16–65), MyHR sends KiwiSaver details as entered. For employees outside that age range, MyHR will honour the KiwiSaver rate already set in iPayroll. You can update KiwiSaver settings directly in iPayroll at any time.
Initial integration set up
You'll need:
- In MyHR: Owner access, or Manager access with the Manage integrations permission
- In iPayroll: An API user set up for the MyHR integration (username format:
12345apiusermyhr)
Make sure you're logged out of iPayroll before starting — if you're logged in to the wrong entity, you'll connect to the wrong account.
1. Getting started
- In MyHR, select the Settings icon (⚙️ top-right).
- Select Integrations from the menu.
- Find iPayroll and select Get started.
2. Authorise the connection
- Select Authorise MyHR to access to iPayroll.
- You will be redirected to iPayroll - log in with your API user eg. 12345apiusermyhr.
- Select Authorise — you’ll be returned to MyHR.
If you see an error saying the account has already been authorised by another MyHR account, contact iPayroll support.
3. Configure your settings
Once connected, you'll land on the iPayroll settings screen. From here you can:
- Set your payroll administrator (who receives integration notifications)
- Toggle automatic employee creation (whether new employees are pushed to iPayroll on agreement signing)
- Set up automatic data updates to keep employee details in sync — see Automatic data updates between MyHR and payrolls
- Configure User-defined groups and Cost centres defaults
- Set leave balance visibility (management only or self-service)
4. Linking your people
After connecting, you'll need to link existing employee records between MyHR and iPayroll. For a full guide to the integrations area — including linking, unlinking, filtering by status, and resolving errors — see Navigating integrations in MyHR.
- Select the Settings cog > Settings > Integrations > iPayroll > Manage
- In the Manage tab, profiles show with one of these statuses:
- Not linked — exists in one system but not connected to the other
- Connected — successfully linked
- Action required — data issue or sync error needs attention
- Excluded — manually excluded from the integration
- Select the ellipsis menu (..) next to a profile and choose 'Link to an existing payroll profile' or 'Link to an existing MyHR person'
- Select 'View details' to review a side-by-side comparison before confirming
Once a link is established, MyHR checks for any pending or future approved leave. If found, those leave entries need to be mapped to a payroll leave type before the leave sync activates.
You'll also see a homepage reminder — "iPayroll: x people available to link" — until all employees are either linked or excluded
Automatic data updates
MyHR can automatically push employee detail changes to iPayroll whenever something changes — pay rate updates, address changes, bank account updates, and more.
This feature needs to be turned on in your integration settings. See Automatic data updates between MyHR and payrolls for setup instructions and a full list of what gets sent.
iPayroll-specific: To include pay rate updates in automatic pushes, you'll need to re-authorise your iPayroll connection. See Re-authorising your integration to iPayroll.
What doesn't push automatically:
- Employees on a weekly wage — these need to be managed directly in iPayroll
Leave balances and leave request
Once employees are linked, leave approved in MyHR is sent to iPayroll automatically. Employees can see their leave balances in MyHR without logging in to iPayroll.
Always approve leave in MyHR, not directly in iPayroll. Leave created or approved directly in iPayroll won't appear in MyHR — there's no linked ID to connect the two records.
Why the leave balance in MyHR might look different to iPayroll
- iPayroll shows: balance at last pay run
- MyHR shows: balance at last pay run minus any approved leave not yet paid out
MyHR's figure will be lower if an employee has approved-but-unpaid leave in flight. Both numbers are correct — they're just showing different things.
To force a balance refresh, go to the person's Leave tab in their MyHR profile. The Overview tab won't trigger a refresh.
Leave hours and work patterns
MyHR distributes leave hours evenly across all calendar days in the leave period. If the employee has a work pattern set up in iPayroll, hours are distributed according to that pattern instead. Without a work pattern, hours are split equally across every day including non-working days — this is an API limitation.
Parental leave
Parental leave is not available via the iPayroll API. It must be set up directly in iPayroll.
Visit our iPayroll and MyHR integration FAQs and Troubleshooting page to view the answers to the following questions:
Known limitation
| Limitation | Detail |
|---|---|
| Weekly wage employees | Not supported for automatic data push — manage directly in iPayroll |
| Parental leave | Must be set up in iPayroll directly — cannot be requested via MyHR |
| Employee ID changed in iPayroll | Breaks the link silently — fix by unlinking, excluding the old record, and re-linking to the new ID |
| Leave in an open pay run | Cannot be cancelled from either system — payroll admin must handle it in iPayroll |
| Multiple pay rates | Only the first/main rate updates via automatic push — additional rates must be managed in iPayroll |
Support with your integration
If you're having trouble linking up your employees or have questions about the integration, message the MyHR team via the Ask Us chat feature or call us on 0800 69 47 69 (0800 MY HR NZ) and the MyHR team will be able to help you out.