Capabilities
What changes in day-to-day work
Data is entered once, on the side where it actually originates, and the other side receives it ready to use.
Employee records that meet ERP requirements
Leave requests reviewed in PeopleForce
Payslips and PIT forms in the employee's folder
Sick leave from ZUS also reaches PeopleForce
How it works
What syncs, and in which direction
Each type of data has one home system, so changes are made in one place and the other system stays in step. The exchange runs regularly; we agree the schedule and how much history to bring over during implementation.
| What moves | Direction | When | Data |
|---|---|---|---|
Employee record Identification, address, insurance and tax details | PeopleForce Optima | recurring | PESEL, addresses, bank account numbers, NFZ and ZUS branch, tax office, NIP |
Contracts and addenda Contract register, with history | PeopleForce Optima | recurring | contract type, period, salary, working time (FTE), position, department |
Pay supplements Bonuses, commissions, other components | PeopleForce Optima | recurring | component name, amount, validity period |
Absences Leave, plus remote work and business trips | PeopleForce Optima | recurring | leave type, dates, employee |
Employee documents Land in employees' e-files (e-teczka) in Optima | PeopleForce Optima | recurring | document file in the employee's e-file |
Leave entitlements The employee's current balance | Optima PeopleForce | recurring | current-year entitlement plus carry-over from last year |
Sick leave Electronic sick notes (L4) from ZUS | Optima PeopleForce | recurring | dates and number of days used |
Payslips, bills for mandate contracts (umowa zlecenie) and PIT forms Generated in Optima, optionally password-protected | Optima PeopleForce | on demand | PDF files in the employee's folder |
On the first run, the integration links each employee in PeopleForce to their record in Optima, so nobody is duplicated. Any record it can't link is flagged for your team to confirm.
Setup
Two stages to launch
First a one-off import, then regular exchange. A dedicated Customer Success Manager guides you through both.
Initial import
We add the HR fields Polish payroll requires to PeopleForce profiles and fill them once with data from Optima, so you start from complete records. During setup we match your leave types, contract types, pay components and departments with their counterparts in Optima — once, with your team.
Regular exchange
From then on, data flows in the directions shown above, on the schedule agreed at setup. Nobody has to retype data between the two systems.
Conditions for running the integration
Which Optima versions are supported, what stays in Optima, and who the data exchange covers.
The integration runs through an add-on on the Optima side
Payroll calculation stays in Optima
The exchange covers employees from the HR module
The PeopleForce team enables the integration
Frequently asked questions
What IT and HR teams ask most often before implementation.
Step-by-step guide in the help centerCan an employee request sick leave in PeopleForce?
There's no need: sick leave from ZUS reaches PeopleForce automatically as an absence and shows in the employee profile, together with the total number of days used.
Does the integration cover B2B contractors?
The exchange works for people kept in Optima's HR module. People working on a B2B basis are sometimes recorded only as counterparties in the accounting module; in that case they are not covered by the sync. PeopleForce itself supports different work types, so they can be managed in the system without data exchange. Before implementation, it is worth checking how they are set up in your instance.
We have several companies and several Optima databases. How will that work?
The exchange is set up between a PeopleForce account and an Optima database, so for a group of companies working on several databases we agree the scope before implementation and fit the solution to your structure.
PeopleForce itself manages legal entities as a separate dimension: an employee and their position can be assigned to a specific company, and the split shows in imports, exports and reports, including the pay gap report. We enable this part on request: tell us about your company structure on the first call, and we will set it up together with the exchange scope.
How much history do we transfer at the start?
As much as you need. We agree it together during implementation, so leave balances are correct from day one and contracts arrive with their history.
An accounting firm runs our payroll. Can it work in PeopleForce?
Yes. Someone from the accounting firm can be given an account with limited visibility: they will see only what they need, for example requests from managers and documents to prepare. You decide the scope of permissions, and we help you configure it.
How do I start an integration project?
In PeopleForce, go to Settings → Integrations → Optima and contact the team, or write directly to your account manager. The first step is a call where we agree the scope of the integration.
