Actual Labor Sync allows ProfitSword to pull a 14-day trailing feed of actual hours and wages from Hotel Effectiveness on a daily basis. This ensures managers can track labor spend day-over-day instead of waiting for the bi-weekly payroll journal from accounting.
Why Use Actual Labor Sync?
- Frequency: Syncs once daily (time set by ProfitSword Admin).
- Visibility: Replaces the traditional two-week wait for payroll data with a rolling 14-day view.
- Granularity: Provides actual hours and wages by position directly from your time and attendance system.
Before You Begin (Prerequisites)
- Subscriptions: Active subscriptions to both Hotel Effectiveness and ProfitSword.
- Backend Setup: This integration requires initial activation by the Actabl technical team.
- T&A Integration: Your hotels must use PerfectTime (Hotel Effectiveness Time & Attendance) or have an external system integrated via TimeSync.
Reference: Integrated Data Points
The following data fields are retrieved daily from Hotel Effectiveness:
| Data Point | Description |
|---|---|
| Employee ID & Name | Unique identifier and name (can be hidden/anonymized upon request). |
| Punch Date | The date the labor was performed. |
| Department & Category | Organizational mapping for reporting. |
| Position Code & Name | The specific role assigned to the labor hours. |
| Hours & Wages | Total time worked and the associated labor cost. |
| Contractor Indicator | Flags if the labor was performed by contract staff. |
Solver: Administrator Setup Actions
1. Configuration in Hotel Effectiveness
If your hotel uses an external payroll system (e.g., ADP, UKG) via TimeSync:
- Navigate to your hotel settings.
- Complete Position Mapping for each hotel to ensure 3rd party codes align with Hotel Effectiveness roles. Note: If you use PerfectTime, no additional position mapping is required.
2. Configuration in ProfitSword
Once the sync is active, you must map the incoming data to your ProfitSword ledger:
- Navigate to Accounting > Labor Admin > Map Labor.
- Map all required labor codes to their corresponding ProfitSword categories.
- Default Lookback: The sync pulls 14 days of data. If your property requires a longer lookback period, contact support to adjust your configuration.
Frequently Asked Questions (Reference)
Q: How do I verify the integration is working? A: Check the Import Monitor under Labor in ProfitSword. This view displays the interface status and the number of records imported for each day.
Q: Why is labor data missing from my reports? A: Two common causes:
- Unmapped Codes: Check your mapping screen to ensure all new codes have been assigned. Use the "Update" function in the Import Monitor to re-process data after mapping.
- Closed Periods: If a period is closed in ProfitSword, the sync will not import data for dates within that period.
Q: Can we hide employee names in ProfitSword? A: Yes. The integration can be configured to pull only Hotel Effectiveness IDs and anonymize names. Contact support to request this privacy setting.
Q: Can we set this up for only a few hotels? A: Yes, though integrating the entire portfolio is recommended for full visibility into labor spend.
Success Check:
- Navigate to the Import Monitor in ProfitSword.
- Success: You should see a consistent daily record count matching your property's average daily punches.
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