Using HUB Connect with Evolution

Integrating Evolution and HUB is done through HUB Connect, an easy to install program that provides the following functionality:
  • Employee Data Sync – Evolution to HUB
  • Payroll and Organizational Sync – Evolution to HUB
    (includes Payroll Items, Payroll Calendar and Division, Branch, Department, Team (DBDT)
  • Onboarding/New Hire – HUB to Evolution
HUB Connect can also be used for those partners using WorkforceHUB.

Through HUB Connect, items like the payroll schedule are imported to HUB
Electronic pay stub delivery and automated payroll liability reports are also included with the integration, but that functionality is enabled using Evolution's Virtual Mail Room; it is not facilitated by HUB Connect.

Syncing Time Cards to Payroll is Not a Part of the Integration

Whether you are using HUB's native timekeeping system or TimeWorksPlus, there is no automated sync of time cards to Evolution. If your client is using TimeWorksPlus to collect time, then they will use the Download Activity Files process to upload time cards to Evolution.

What is HUB Connect?

HUB Connect is middleware that is installed on your server to exchange data between HUB and Evolution. Installation requires a Windows Server environment and uses Window's Task Scheduler to schedule the integration. The assistance of your IT specialist will be necessary when setting up the integration.

Using HUB Connect with Thin-Client Evolution

A fully automated integration between HUB and Evolution requires a premise instance of Evolution. If your bureau uses a Thin Client version instead, then you will need to manually extract files from Evolution to facilitate the data sync.

Onboarding Can Be Fully Automated

Confirming that a new hire has been sent from HUB to Evolution (referred to as "Round Tripping") is automated with HUB Connect.  Doing so requires knowing the next available employee ID when reviewing a new hire's paperwork.

How-To: Sync Data to HUB

After the integration has been implemented, Evolution's Report Writer will generate a file containing your clients' employee and payroll data and send it to a folder monitored by HUB Connect. At a specified interval, HUB Connect will check that folder for any new data and transfer it to HUB. When the process is complete, it will archive that data in a designated folder.

Manually Transferring Data to HUB

If you are using thin-client Evolution or just want to manually run the integration (rather than waiting for the Window's Scheduled Task to run), you can follow these steps:
 
Add RWR Files to the Working Folder
For more on how to setup the RWR files, please see Configuring Evolution Report Writer and Exchange for HUBconnect.
  1. Using Evolution's Report Writer, generate the HUB specific reports containing the data you want to sync.
  2. Export the files either to a folder linked to HUB Connect, or to a folder where you can copy and paste them into a folder linked to HUB Connect. The destination for these files may be called "Working Folder" or "EvolutionHUBConnector".

    Evolution's Report Writer will generate files like these with the data needed in HUB like the payroll schedule and the DBDT

    HUB Connect will import files placed in the "EvolutionHUBConnect" folder
Manually Running HUB Connect
  1. Open a command line prompt on the computer running HUB Connect by typing "cmd" into the Windows search.
  2. Navigate to the folder containing HUB Connect by typing "CD followed by the folder path. This path will be unique to your configuration, but it may be:
    Program Files (x86)\SwipeClock\EvolutionHubConnector
  3. Run the HUB Connect executable: ShugoToEvolutionInterfaceCmd.exe

    You can always manually run HUB Connect through the command prompt
This will run HUB Connect and import the files you copied to the Working Folder.

How-To: Use DBDT in HUB

HUB Connect will import Division, Branch, Department, Team information from Evolution so you can designate that information when Onboarding a new hire. This is done during the Review process, after the employee has completed their new hire paperwork.
 

DBDT can be designated for a new hire in HUB Onboarding
 
HUB will only import the levels you are using in Evolution. If, for example, you are not using the "Team" level, HUB will not create a "Team" level. Also, only organizational levels containing values will be imported. For example, if you have the "Department" level setup, but no Departments created within that level, HUB Connect will not import the Department level.
 
These DBDT values will be visible in FileGuardian on the client's Payroll Lists page.
 

DBDT can be viewed in HUB under the Payroll Lists page

Assigning Supervisors in HUB

Managers in HUB can only be assigned at the Department level, there is no way to designate managers at the Division, Branch or Team level.

Deleting Organizational Values

If you change the names of any of your organizational data in Evolution, or you add a new organizational value, the integration will update that data in HUB. However, if you delete an organizational value in Evolution, you will need to manually delete it in FileGuardian. You can do that from the client's Payroll Lists page which can be found through the steps listed in the next section.

How-To: Check Payroll Items in HUB

If you want to verify that all your payroll items have been properly passed to your client's HUB account, you can do so in FileGuardian.
  1. Through FileGuardain, search and select your client using the search bar at the top of the page.
  2. Click the FGXv rule found at the top right.
  3. Choose the HUB tab.
  4. Click Payroll Lists.
You will now be able to view the Payroll Items, Organization Groups and Payroll Schedule.

Pay Items displayed in HUB
 
You may need to click "Refresh Client Data" if you do this immediately after running the integration.

How-To: Onboard a New Hire to Evolution

Once an employee has completed their new hire paperwork in HUB, HUB Connect will send the employee record to Evolution. In order for that to happen, the next available employee number must be entered during the review process.
The following steps explain the flow of new hires to Evolution:
  1. The client admin adds the next available Evolution employee ID during the new hire review process in HUB. They will also want to designate the DBDT.
     

    The next available employee number in Evolution must be entered during Onboarding
  2. The admin selects "Complete and Add to Payroll" at the end of the Review process.
  3. Then, either on the next scheduled run of HUB Connect or after you manually run HUB Connect, an export file will be created with the employee record and placed in the "Import Employees" folder, found within the HUB Connect Working Folder.

    An example of how the new hire file is created for Evolution
  4. Evo Exchange then needs to run and check that folder for any new hire information and add the employee to payroll.
  5. The next time Evolution's Report Writer runs, it will include the new hire in an export file that it sends back to HUB Connect.
When HUB Connect checks that file and finds an employee with a matching employee number and email as the recently onboarded employee, it will change the "New Hire Sent to Payroll" status in HUB from red to green.

Once an employee record completes its round trip (sent from Evolution back to HUB) this status will change from red to green

 

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