An integration with Exact allows you to import your team members and their contract information, and keep this up to date. Exporting worked hours from Eitje to Exact is not possible yet.
Activate integration
To activate the integration, follow these two steps first:
Make sure you have your login details for Exact, as you need to be able to log into the account. You also need all the permissions in Exact to be able to change the settings and activate the integration.
If you already have team members in your Eitje account, it's important to check whether their email addresses in Eitje are the same as in Exact. If not, they won't be recognised and you will get duplicate profiles. Try to prevent that.
To activate the integration in Eitje, go to 'Data' in the main menu on top to navigate to 'Integrations'. Find the Exact logo, and click 'Add'.
In the window that opens, enter your Exact login details:
💡 Tip: In the top right corner of Eitje, under the bell icon 🔔, you will find notifications from now on regarding this integration. Keep an eye on them. Learn more.
You are now taken back to Eitje. The integration is active, but you need to complete the settings (next step).
Integrations settings (configure)
Exact is now showing as an active integration. Use the button with the three dots, and choose 'Configure'. Here you can connect your Eitje account (venue) to the Exact administration.
In 'Venues' you decide which administration from your Exact account you connect with the venue in Eitje.
If you work with multiple venues in Eitje, this is where you set up the integration for each venue.
The Eitje venue will show as in the image below, in grey. Use the drop-down menu to select the venue coming from your Exact administration. Make sure they match.
If anything comes from Exact that you do not wish to use or connect, then mark it as 'Inactive' in the last option. Do not leave anything unticked.
Synchronise team members
After activating the integration, the first synchronisation will take place to retrieve your team members from Exact. They will appear on the 'Team' page in Eitje. It could be necessary to refresh the page in your browser to have them appear.
Every night around 23:00 another synchronisation will take place to keep the information in Eitje updated. If needed, you can also activate a synchronisation manually:
On the 'Team' page: Use the 'Tools' button in the upper right corner and choose 'Sync Exact'.
Use 'Data' to go to 'Integrations', where the Exact integration shows the option 'Sync team members'.
How does the synchronisation work?
We import team members into Eitje if they have an active contract in Exact, and an email address. During the first synchronisation, a match will be made on the email address. If a match is found, the profile in Eitje will get an Exact ID. If no match was found, a new profile will be created in Eitje, which will also get an Exact ID.
Every new synchronisation will ignore the email address and use the ID instead.
If a new team member was only just added to Exact, it can take 24 hours before this team member will be part of the synchronisation to be added to Eitje.
In a team member's profile you can find the Exact ID by opening the profile. Click 'All details' and choose 'Other'.
⚠️ Note: Does a team member have a duplicate profile after synchronisation? This is most likely because the the team member has a different email address in Exact. Click here to learn how to fix that.
➡️ It's also important to know that Exact is leading regarding contract information. Any changes should always be made in Exact, not in Eitje. If anything is changed to the contract in Eitje, it will be overwritten with the information from Exact during the next synchronisation.
End employment of team members
➡️ Both in Exact and in Eitje
If you want to end the employment of team members, it is important that you do it both in Exact and in Eitje. You first end the employment in Exact, then in Eitje.
If you'd only mark the profile as in active in Eitje, their profile will be activated again by Exact with every synchronisation. If you'd only end the employment in Exact, then the team member will remain active in Eitje. So, do not forget to do it in both systems.
⚠️ Note: A contract that has ended is not the same as end of employment. A team member with an expired contract will remain active.