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Visualcare integrates with Employment Hero HR to sync worker data, compliance certificates, and leave. Once connected, data syncs from Employment Hero to Visualcare once per day at approximately 2am ACST.
This is separate from the KeyPay integration used for timesheet and kilometre exports.
Some steps need the Visualcare team to enter credentials on the back end, so you share certain details securely during the process.

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What you’ll need

  • An active Employment Hero account with admin access
  • Workers already created in both Visualcare and Employment Hero
  • Admin access to Visualcare

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What syncs once connected

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Compliance and leave

  • Compliance (certificates): Active and Approved certificates in Employment Hero sync to worker compliance items in Visualcare daily
  • Leave: leave sync is not enabled by default. If you need leave from Employment Hero to flow into Visualcare, let your Implementation Consultant know and the team enables it for you

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Worker data

The following fields sync from Employment Hero to Visualcare daily:
Visualcare matches workers by comparing the Company Email in Employment Hero with the Email on the worker profile in Visualcare. Make sure these match for each worker you want to sync. Case Manager only syncs if the Primary Manager’s email in Employment Hero matches a user’s username in Visualcare.

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Part 1: Create an application in Employment Hero

Create an API application in Employment Hero’s Developer Portal so Visualcare can read your worker and compliance data.
1

Open the Developer Portal

  1. Log into Employment Hero
  2. Click your profile icon in the top-right corner
  3. Select Developer Portal from the dropdown menu Click your profile icon, then select Developer Portal
2

Add a new application

  1. On the API page, click + Add Application Click + Add Application to begin
  2. Fill in the application details:
  • Application Name: Visualcare (or any name of your choice)
  • Redirect URI: https://app.visualcare.com.au/inc/export/employmenthero/index.php Enter the application name and redirect URI exactly as shown
3

Select the required scopes

Scroll down to the scope selection area. You need to enable Read access for each of the following:
  • Certifications (Read)
  • Employees (Read)
  • Employees certifications (Read)
  • Leave requests (Read)
  • Organisations (Read, under the User section)
Only select Read access for each scope. Do not enable Update, Create, or Delete permissions. Visualcare only needs to read your data.
Tick Read under CertificationsTick Read under Organisations in the User section. You should see 12 scopes selected
4

Review and create the application

  1. Click Continue to Review
  2. Confirm the application name, redirect URI, and all 12 scopes look correct
  3. Click Create Application
There is no way to change the scopes after the application is created. If you need to adjust them later, delete the application and create a new one.
Review the application details and scopes before creating
  1. You are shown a Client ID and Client Secret. Copy both immediately.
The Client ID and Client Secret are only displayed once. If you navigate away without copying them, you need to delete the application and start again.
Copy the Client ID and Client Secret straight away

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Part 2: Authorise the connection

Send your credentials to the Visualcare team and complete the authorisation to generate your access tokens.
1

Send your credentials to the Visualcare team

Send the Client ID and Client Secret to your Visualcare Implementation Consultant. We recommend sending these securely, for example:
  • A password-protected document with the password sent separately
  • A one-time secret sharing service
Keep these credentials secure. They provide access to your Employment Hero data. Do not share them in plain text over email.
The Visualcare team enters these into your database. Once confirmed, you move on to the next step.
2

Generate the access tokens

Once the Visualcare team confirms your Client ID and Secret have been entered, complete the following while logged into Visualcare:
  1. Open a new browser tab and navigate to: https://app.visualcare.com.au/inc/export/employmenthero/auth.php
  2. If prompted with a Single Sign On Authorisation screen, click Authorised next to your organisation Click Authorised next to your organisation if prompted
  3. On the Authorize with EmploymentHero screen, review the permissions and click Allow Review the permissions, then click Allow
  4. The page displays three values: Access Token, Refresh Token, and Code
  5. Copy all three values and send them to the Visualcare team using the same secure method as the previous step Copy the Access Token, Refresh Token, and Code
The Visualcare team enters these tokens to finalise the connection. Once complete, your Employment Hero data begins syncing to Visualcare daily at approximately 2am ACST.

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Part 3: Match compliance items in Visualcare

For certificates to sync correctly, each Employment Hero certificate needs to be linked to a corresponding worker compliance item in Visualcare. Visualcare matches Employment Hero’s ID to the External Id field on the compliance item. This is a one-time setup you do yourself.
  1. In Visualcare, go to Maintenance → Workers → Worker Compliance
Navigate to Maintenance, Workers, Worker Compliance
  1. Click Sync EH Certificate
  2. Select a compliance item from the table at the bottom of the screen
  3. Select the matching External ID from the dropdown at the top of the screen
  4. Click Save
  5. Repeat steps 3 to 5 for each certificate you want to sync
Select the compliance item, then choose the matching External ID from the dropdown
The compliance item in Visualcare needs to exist before you map it. If your compliance items are not set up yet, ask your Implementation Consultant to help you create them first.
Only certificates with a status of Active or Approved in Employment Hero sync across to Visualcare. Compliance items are refreshed daily. Any compliance item created by api@visualcare.com.au is removed and replaced with the latest data from Employment Hero. Start dates and expiry dates are added to Visualcare if they are present in Employment Hero.
A log file is sent with the daily results of the update so you can review what was synced.

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Running into issues?

See Integration troubleshooting for common errors and fixes.

Managing worker compliance

Set up and manage compliance items for workers

Xero integration

Connect Visualcare to Xero for invoice and payroll export

KeyPay integration

Connect Visualcare to KeyPay for payroll export