Integrations

Integrations enable PICMI to automatically send employee records to various external systems, minimising manual data entry and ensuring consistency across all platforms. This helps keep employee information current for payroll, tax, and compliance purposes.

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Employer KiwiSaver Subsidy Rates were changed as at 1 April 2026

Overview

PICMI’s core purpose is to get people from job application to a signed employment contract as quickly as possible by only collecting and sharing the necessary information. Rather than trying to do everything, PICMI focuses on this core function and hands off to other systems that specialise in subsequent steps.

How PICMI Works with other systems

PICMI gathers just enough information to enable a seamless handover to systems that manage right-to-work checks, payroll, timesheets, and scheduling. While PICMI is the source of truth for job and application-specific details at the time of recording, downstream systems become the source of truth for ongoing management.

Examples

1. Right-to-Work Checks: PICMI collects key details from the jobseeker and may trigger a request to a system that verifies their right to work (e.g., an immigration check system). Once completed, that system holds the definitive status of their work eligibility.

2. Payroll: PICMI collects the required details for generating the contract (e.g., pay rate, start date, bank/tax info). After the contract is signed, PICMI sends this data to the payroll system, which becomes the source of truth for pay runs, tax calculations, and bank deposits.

3. Travel Scheduling: PICMI collects the required details necessary for the next system (e.g., for ridesharing they express interest in participating and agree to voluntary deductions). After the contract is signed, PICMI sends this data to that system, which can then manage the dynamic nature of travel.

By focusing on fast hiring while allowing specialised systems to take over for post-hire processes, businesses get the best of both worlds—speed and accuracy in hiring, plus reliable downstream management.

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There are two main ways:

• directly via an API from integration events
• import via CSV from download reports

How It Works

1. Employee Data in PICMI: When an application is agreed, the employee’s information (such as personal details or contract terms) is stored in PICMI. This data is then prepared for transfer by mapping it to the relevant fields in the external system.

2. Automated or Manual Transfer: PICMI can send the data directly to the external system. This transfer can be done manually each time or set up to occur automatically whenever an application is approved.

3. External System Receives the Data: The external system receives the data as employee information and updates its records accordingly, making it ready for payroll processing and other administrative tasks.

Available integrations

System	Type	API	CSV	PDF
AgriSmart	All in one		✓
CheckWorkRights	Labour Management	✓
Crystal	Payroll		✓
Dataphyll	Timesheets	✓
EmploymentHero	Payroll	✓
Hectre	Labour Management	✓	✓
Immigration NZ	Visa			contact us
iPayroll	Payroll	✓
KeyLink	Payroll		✓
MYOB IMS	Payroll		✓
PackManager	Labour Management		✓
PayHero	Payroll	✓
PaySauce	Payroll	✓
Smartly	Payroll		✓
SmoothPay	Payroll	✓
SnapGrow	Onsite Management		✓
Tātou	Onsite Management	✓
Tickbox	Training	✓
Xero	Finance	✓

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API: stands for application programming interface and means that data is sent directly between PICMI and the other system. This is a machine-to-machine approach through integration events

CSV: stands for comma-separated values type of file and means that data is sent indirectly such that records are downloaded to a file and then uploaded into the other system. Access these through download reports

Steps for Using Integrations with PICMI

All integrations follow a similar setup process and you can add multiple integrations.

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Each only differ by configuration

Authorisation (how the connection is made)

Data Sent (type, amount, and default values of data)

General setup process

1. Set Up Integration for Your Organisation:
   • Activate the specific integration in PICMI.
   • Authorise PICMI to connect to your integration account (this may involve logging in or using an API key).
   • Update any configuration values needed for the integration.
2. Add Integration to a Job:
   • Ensure the employee data in PICMI matches the format required by the integration. PICMI handles the data mapping automatically, but you can review it during setup.
3. Confirmation:
   • Review an example of an accepted application and verify that the data will be sent correctly.
4. Set Up Automation (Optional):
   • You can choose to automate data transfer using an API.
5. Review Data Sent:
   • Check the events in PICMI to see when and how the data was sent.
6. Verify in the Integration:
   • Log into the other system and confirm that the data from PICMI was received correctly. ::::

Different Ways to Authorise PICMI to Transfer Data

Authorisation is essential for PICMI to securely and reliably connect to other systems, such as payroll or compliance platforms, in order to transfer employee data. This authorisation ensures that PICMI has permission to access and send data to these systems on your behalf. Without proper authorisation, data transfers cannot occur due to security restrictions put in place by most systems to protect sensitive information, such as personal details or payroll data.

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Upload: Login to the other system and manually upload data.

API token: Login to the other system and go to a page in the system that will generate a long code (API token) and then copy and paste it into PICMI to authorise the connection.

OAuth (One-click Authorisation): Follow a link provided by PICMI but takes you to another page, log in (if needed), and authorise PICMI to connect automatically. In the background, PICMI gets the access key and stores it for you against your account to authorise your connection

Troubleshooting

If you notice any discrepancies between PICMI and an integration:

• Check Events: Review the data transfer events in PICMI to confirm the data has been sent.
• Data Mapping: Ensure the employee fields in PICMI match the required fields.