Zambion

Zambion is an Australian workforce management platform covering rostering, time and attendance, HR and payroll. Tip Sheet reads the hours your staff worked from the Zambion locations you choose, creates their staff records, and uses those hours to work out each person's share of the tip pool.

Zambion has no sign-in screen for this. You connect it by pasting in a Client Id and Client Secret that Zambion gives you.

At a glance

What it's for	Hours worked
How you connect	You paste in two details Zambion gives you. There is no sign-in screen and no web address to supply
How often it updates	Tip Sheet checks Zambion through the day, so a shift someone has just finished may take an hour or so to appear
You will need	A Client Id and Client Secret from Zambion covering every location belonging to this venue; permission to change integrations on the venue; and no other timesheet integration already connected to it

What comes across

Hours worked — start time, end time, person, location and work type for each Zambion shift, from the locations you pick. A shift with no start time or no end time — one still running, or a blank row — is skipped until it is closed off.

Breaks — every break recorded against a shift comes across, and Tip Sheet treats them all as unpaid, so they are taken off paid hours. A break missing a start or an end time is ignored.

Work types — Tip Sheet reads your Zambion work types, including which ones Zambion counts as leave, and uses that to decide what is leave. You can override it, see Choose what's included.

Leave — a shift whose work type counts as leave arrives marked as leave, so your tip rules can treat it differently from ordinary hours.

Staff — the first time someone's hours arrive, Tip Sheet creates them from their Zambion record: first and last name, work email (or their personal one if there is no work email), mobile and Zambion employee ID. They join the venue as Incoming, so you can check them before they are paid.

Bank details — the BSB and account number on the person's current Zambion payroll record, with the account name taken from their Zambion name and the whole payment going to that one account. They arrive marked as imported, so you can produce ABA payout files without chasing staff. Tip Sheet checks Zambion again on a schedule for anyone whose details aren't already verified or on file.

Locations — your Zambion locations, grouped under the department each belongs to, so you can pick which ones feed this venue.

Approval doesn't come across. Zambion doesn't tell Tip Sheet whether a shift has been approved, so every shift arrives treated as approved. Nothing in Tip Sheet holds a Zambion shift back waiting for sign-off.

Zambion brings hours only. Sales, orders and card tips come from a POS integration.

Before you start

• Integrations live in the admin view, under a venue's Integrations tab. Without permission to change third-party integrations there, every button on the Zambion card is greyed out.
• A venue can only have one timesheet integration. If Deputy, Tanda, Roubler or another provider is already connected, Connect is disabled and says "Only one integration is possible at a time." Disconnect that one first.
• Ask Zambion for your Client Id and Client Secret before you start. Zambion issues them — Tip Sheet can't create them or request them for you. Contact your Zambion account manager or support.
• What those details cover decides what Tip Sheet can see, so ask for a pair covering every Zambion department and location belonging to this venue.
• Know which Zambion locations belong to this venue. You pick them right after connecting, and nothing comes across until you do.

note

Zambion is a smaller Australian supplier and its setup instructions aren't published, so the exact way to request these details is best confirmed with Zambion directly. Two things are worth mentioning when you ask: Tip Sheet connects to Zambion's Ready Workforce service at restapi.zambion.com, and details issued against the older Zambion Identity Server won't work — those have to be reissued.

Connecting it

1. In the admin view, open the venue, then go to its Integrations tab.

2. Find the Zambion card and choose Connect.

3. The Zambion API Credentials box opens. Enter your Client Id and Client Secret. The secret box hides what you type. Both are required — leaving either blank shows "Client id is required" or "Client secret is required" when you save.

4. Choose Save. Tip Sheet checks the pair with Zambion straight away and nothing is stored unless it works, so a wrong Client Id or Secret can't leave you half connected — the box stays open and shows the reason underneath, starting "Invalid Credentials". Fix the values and save again.

5. Once the details work, the connection is saved, "Integration Saved" appears, and Manage Integration opens on its Locations tab.

6. Tick the locations that belong to this venue, then choose Save. See Choose what's included below.

7. The card now reads Connected, with a menu holding Manage, Import Data and Disconnect.

Tip Sheet takes it from there. To bring in hours worked before you connected, see Keeping it running.

Choose what's included

Manage on the Zambion card opens Manage Integration, which has a Locations tab, a Work Types tab, and a cog icon in the top right for updating your details.

Locations

Picking locations is what tells Tip Sheet which Zambion hours belong to this venue. Any shift from a location you have not ticked is ignored.

• The top level is your Zambion departments, with the locations in each one underneath. Use the arrow beside a department to open or close it.
• Ticking a department ticks every location in it. Untick individual locations and the department shows as partly selected.
• Locations are what matter, not departments. Tick at least one location under each department you want — a department ticked with no locations under it brings nothing in.
• Tick at least one location. Saving with none shows "You must select a location."
• If you clear every location and close the box, Tip Sheet takes that as a request to disconnect and asks you to confirm.

Tick locations from more than one department and Tip Sheet warns "Multiple locations will merge timesheets into one venue." That is right when several Zambion locations are one physical venue, and wrong if they are separate venues needing their own tip pools — set those up as separate Tip Sheet venues.

Work types

This tab controls which Zambion work types count as leave. Every work type is listed, and the ones Zambion itself counts as leave carry a Leave tag.

• With Customise Work Types switched off, Tip Sheet follows Zambion's own setting. That is the default and is right for most venues — nothing to do.
• Switch it on to decide for yourself. Only the work types you tick count as leave, whether or not Zambion says so. Ticking any work type turns the switch on for you.
• If the switch is on and you've ticked nothing, Tip Sheet asks "You have not selected any work types as leave. Are you sure you want to proceed?" before saving. Confirming means nothing is treated as leave at all.
• If the work type list can't be loaded, Tip Sheet keeps the selection you already saved rather than clearing it, so a temporary glitch can't quietly wipe it.

Choose Save on either tab. "Integration settings saved successfully" confirms it.

Keeping it running

Day to day. Tip Sheet checks Zambion through the day, covering today plus any tip period still open and unpaid, going back about a month. A late edit or a late entry in Zambion is picked up next time, without you doing anything. Each check replaces the hours it brought in for those dates before, so corrections overwrite rather than double up.

Hours from before you connected. These aren't there yet. Choose Import Data on the Zambion card and confirm "Import time sheets for last two weeks (pay periods)?" to fetch the last two pay periods. It runs in the background, so watch the notification at the bottom of the screen and the notification bell rather than the box. You can also re-import one pay period from its tip sheet.

Staying connected. The Client Id and Secret you entered don't expire, and the connection keeps itself signed in in the background. There is nothing to renew and nothing to diarise. It only breaks if the Client Id or Secret is cancelled, replaced or switched off at Zambion's end.

Updating your details. If Zambion issues a new pair, choose the cog icon in the top right of Manage Integration. Your Client Id is filled in already. The Client Secret is never shown back to you, so it always appears blank and has to be typed in full again, even if it hasn't changed.

Disconnecting. Disconnect on the Zambion card, confirmed with "Are you sure? This will impact all automated imports", stops all automatic imports for this venue. Hours, staff and bank details already brought across stay in Tip Sheet, and tip sheets already worked out are unaffected — you simply stop getting new hours. It also frees the venue's one timesheet slot, so you can connect a different provider. The change is recorded in the venue's audit trail.

If something looks wrong

What you see	Why	What to do
Connect greyed out, saying only one integration is possible at a time	Another timesheet integration is already on this venue	Disconnect that one first. A venue can only have one
Every button on the Zambion card greyed out	You don't have permission to change integrations on this venue	Ask a business admin to give you the permission, or to make the change
Saving fails with "Invalid Credentials" and a reason from Zambion	Zambion rejected the Client Id and Secret	Re-copy both, watching for trailing spaces. Ask Zambion to confirm the pair is current and still active — details issued against the older Zambion Identity Server have to be reissued
Saving fails with an unknown-error message instead	Tip Sheet reached Zambion but got no answer it could use	Ask Zambion to confirm the details are switched on, then try again. Nothing was saved, so it's safe to retry
The connection saves, but Locations shows "No locations found"	The details can't see any Zambion locations	Ask Zambion to widen what they cover, then reopen Manage. Nothing comes across until at least one location is ticked
No hours at all after connecting	No location ticked, only departments ticked, or no hours in the dates covered	Open Manage, expand each department, tick the locations beneath it, Save, then choose Import Data
One site is fine, another brings in nothing	That department's locations aren't ticked, or your details can't see them	Check the list in Manage. If the locations aren't there at all, ask Zambion to extend what your details cover
Leave counted as ordinary hours, or the other way round	The work types don't match how you use them in Zambion	Open Manage → Work Types, switch on Customise Work Types, tick exactly the work types that are leave, then re-import that period
Work Types shows an error, or "No work types found"	Your details can't read the Zambion work type list	Your saved selection is kept, so nothing is lost. Ask Zambion to extend what your details cover, then reopen the tab
Total hours look shorter than expected	Every Zambion break is treated as unpaid and taken off paid hours	Check how the break is recorded in Zambion. If it shouldn't reduce paid time, it has to come off the shift there
A shift is missing entirely	The Zambion shift has no start time or no end time — it may still be running, or was never closed off	Complete it in Zambion, then choose Import Data or re-import that pay period
Everything arrives approved even though it isn't signed off in Zambion	Zambion doesn't send an approval status, so Tip Sheet treats everything as approved	Expected. Sign shifts off in Zambion before they come across, or correct them there and re-import
New details entered under the cog icon don't seem to take effect	The connection is still running on the old ones	If imports are still failing, Disconnect and connect again with the new pair, then re-check your selections under Manage
An import takes a long time or seems to stall	Tip Sheet is working through it steadily to stay within what Zambion allows	Let it finish. Progress shows on the notification at the bottom of the screen and in the notification bell
Staff appear but aren't being paid tips	New staff arrive as Incoming, and the venue's waiting period may still apply	Review and approve them in the venue's staff list