--- title: "Employee integration from Simployer Classic to Capitech Flow" url: "https://help.capitech.no/en/article/new-article-f126c528-59cd-4670-95be-86efcf069e39" language: "en" last_updated: "2026-08-07T08:39:17.434Z" --- # Employee integration from Simployer Classic to Capitech Flow If you use the Simployer Classic employee register, employees can be transferred automatically from Simployer to Capitech Flow. Employees should be created and maintained in Simployer, and then activated and completed in Capitech Flow. ## What does this guide apply to? This guide applies to organizations that have an employee integration from the **Simployer Classic employee register** to **Capitech Flow**. Simployer is the source of employee information. This means that employees, employments, and organizational affiliation are created and maintained in Simployer. In Capitech Flow, you should normally only: - activate employees - complete missing information - add values used in Hours, Absence, and Plan You should not create employees manually in Capitech Flow when you use an employee integration from Simployer. ## Why should employees be created in Simployer? Employees must be created in Simployer because Simployer is the master data source for employee information. Employees also need a Simployer user account to be able to log in. If you create employees manually in Capitech Flow, this may cause errors or duplicates. ## How to activate employees in Capitech Flow Once employees have been transferred from Simployer, you can find them in the Employee register in Capitech Flow. Go to: **Admin > Employee > Employee** By default, active employees are shown. To find new employees transferred from Simployer: 1. Go to the **Active** column and select **Inactive**. 2. Go to the **Sync status** column and select **New**. 3. Open the employee. 4. Complete the required information. 5. Activate the relevant modules. 6. Click **Save**. Once the employee has been fully reviewed, you can set the status to **Processed**. ## What needs to be completed in Capitech Flow? Some information comes from Simployer, while other information must be added in Capitech Flow before the employee can use Hours, Absence, Plan, or My Capitech. This may include: - activating modules in Capitech - salary group - employee group What you need to complete depends on the modules and integrations your organization uses. ## Simployer as master data The Simployer Classic employee register is the master data source for employee information. This means that the following normally should be created and maintained in Simployer: - personal information - employments - employee number - organizational affiliation - organizational placement Capitech Flow receives this information through the integration. ## Organizational structure and department number In Simployer Portal, **My Organization** is used to display the organizational structure. It may consist of: - group level - legal entities - departments - subdepartments In this article, we use the term **department number** for numbering at all of these levels. The department number is important because it is used in the integration between Simployer and Capitech Flow. ### When the organizational structure is the same in Simployer and Capitech If the structure in **My Organization** matches the structure in Capitech Flow, legal entities in Simployer can be linked to separate clients in Capitech. Departments in Simployer will then also exist in Capitech with the same department number. There are two possible setups: #### Synchronization with department The employee integration automatically updates the employee’s default department in Capitech Flow. This requires the department to exist in Capitech with the same department number as in Simployer. If the department does not exist in Capitech, the transfer will not be completed. #### Synchronization without department The employee integration is configured so that it does not update the default department in Capitech Flow. The default department must then be set and maintained directly in Capitech Flow. ### When the organizational structure differs between Simployer and Capitech Some organizations use different structures in Simployer and Capitech Flow. This may apply, for example, when: - Simployer follows the HR structure - Capitech follows the finance, payroll, or accounting structure In these cases, the employee integration is usually configured **without department synchronization**. This means that the default department is set and changed directly in Capitech Flow. ### Requirements for department number For the employee integration to work, department numbers must be set up correctly. This applies whether you synchronize with or without departments: - All levels in My Organization should have a department number. - Department numbers must be unique. - Department numbers must contain digits only. - Department numbers must not contain letters or symbols. - Department numbers should normally not start with 0. When synchronizing with departments, the following also applies: - all departments in the legal entity must have unique numbers - the departments must exist in the correct client in Capitech Flow - the department number must be the same in Simployer and Capitech Flow ## Why are employees not transferred from Simployer to Capitech? If an employee is not transferred to Capitech Flow, this is often caused by missing or incorrect information in Simployer or Capitech. Check that: - the legal entity in Simployer is linked to the correct client in Capitech - the person has an employment in Simployer - the employment has an employee number - the employee number contains digits only - the employee number is available in Capitech Flow - the department in Simployer has a department number - the department exists in Capitech Flow if the department should be transferred - the employee has an organizational affiliation to a department in Simployer - both first name and last name are registered Organizational affiliation is set in Simployer under: **Person > About person > General info > Affiliation > Edit** Then select the relevant department. ## Add new departments If you use department-level synchronization, new departments must be created in both Simployer and Capitech Flow. To do this: 1. Create the department in **My Organization** in Simployer. 2. Place the department under the correct legal entity. 3. Give the department a valid department number. 4. Create the corresponding department in Capitech Flow. 5. Use the same department number in Capitech Flow. 6. Assign the department to the relevant employees in Simployer. Once this is done, employees can be transferred with the correct department. ## Departments that are no longer in use Departments that are no longer used should be set to inactive in Capitech Flow. Departments cannot be deleted in Capitech Flow. This is because hours and absence may be linked to the department, and historical data must remain available for reporting. If you use department-level synchronization, do not set a department to inactive in Capitech Flow if the department is still in use in Simployer. ## Change placement in the organizational structure Departments can be moved within the hierarchy of a legal entity in Simployer. If you use an employee integration without department synchronization, department numbers may in some cases be changed. If you use an employee integration with department synchronization, department numbers should not be changed. Changing a department number may cause the data flow to fail. ## Employee Number The employee number is an important key in the integration between Simployer, Capitech Flow, and any payroll system. If you use payroll export, the employee number in Simployer must match the employee number in the payroll system. The employee number should therefore be correct from the start. You should not: - use temporary employee numbers - change employee numbers after the employment has been created - reuse employee numbers In Simployer, it is recommended that the setting for changing the employment number is set to **No**. You can find this setting under: **Procedures > System settings > Basic settings > Employment** If an employee number needs to be changed in Capitech Flow, contact support to request assistance. ## Anonymization of former employees If you need to anonymize a former employee, the person must first be deleted in Simployer Portal. This can only be done by someone with the **Privacy Officer** role. The employee must then be anonymized in Capitech Flow. Anonymization is permanent. Personal information is deleted, while hours and absence are retained as historical data for the company, department, and reporting, without being linked to the individual. If the employee is not deleted in Simployer first, the integration may attempt to transfer the data again. ## Frequently asked questions **Should employees be created in Simployer or Capitech Flow?** When you use an employee integration from Simployer, employees should be created and maintained in Simployer. In Capitech Flow, you should activate and complete the employee. **Where can you find employees transferred from Simployer?** You can find them under Admin > Employee > Employee. Filter by Inactive in the Active column and New in the Sync status column. **Why is the employee not active in Capitech Flow?** New employees transferred from Simployer often need to be completed and activated in Capitech Flow before they can use Hours, Absence, Plan, or My Capitech. **Why is the employee not transferred from Simployer?** Check that the legal entity is linked to the correct client in Capitech, that the person has an employment and employee number in Simployer, that the employee number is available in Capitech, and that the department and organizational affiliation are set correctly. **Do department numbers need to be the same in Simployer and Capitech?** Yes, if you use synchronization with departments. The department must then exist in Capitech Flow with the same department number as in Simployer. **Can a department number start with 0?** Department numbers should normally not start with 0. Exceptions may apply, for example for some payroll setups, but this must be clarified during setup. **Can an employee number be changed later?** Employee numbers should not be changed after the employment has been created. If you need to change an employee number in Capitech Flow, contact support for assistance.