This guide will help you connect the PTO by Roots app with your Deel account so you can easily see and manage Paid Time Off (PTO) for your EOR full time employees.
Once you set up this integration, neither you or your employees will ever again have to log in to the Deel platform to request and approve PTO. Rather, you will be able to review time off exclusively through Roots. When time off is approved, it will automatically sync to Deel to keep payroll accurate!
Roots already works with Microsoft Outlook, Google Calendar, and more popular apps, so integrating Deel and PTO by Roots is an easy wasy to guarantee time-off compliance.
In this article you will find:
How to connect PTO by Roots to Deel
Video demo: How to add Time Off in Roots
How to locate employees who used different emails
Before You Begin
You must be an organization manager on Deel to set up the PTO by Roots integration.
We can not sync PTO for employees who used different email addresses to sign up for Roots and for Deel.
| Users often sign up to Roots with their work email, but they use a personal email for Deel. You may need to ask your employees to enter an 'alternate email' in their contract overview page. |
How to integrate PTO by Roots on Deel
✅ Step 1 – Select the Apps & Integrations tab on your Dashboard
✅ Step 2 – Click Learn More in the Roots PTO box
✅ Step 3 – Click New Connection
✅ Step 4 – Enter your Roots API key and click Continue & Authenticate
You must reach out to Roots support to first be granted to the API.
Then select Admin Tools and open the API tab.
Click "Generate new API key" to create a unique keycode and copy it into the box below.
| Note: Because PTO by Roots bypasses the regular PTO approval process in the Deel platform, you must have organization manager permissions to set up this integration.. |
✅ Step 5 – Click Start Matching
✅ Step 6 – Drag and Drop items from the HRIS 'Time-Off type' menu into one of three Deel boxes
Click and drag a time off item from the right-side menu into one of the boxes.
This is how we are able to automatically match the PTO types on the Roots plugin with Deel.
You must drop an HRIS time off type into one of the three Deel boxes: Holiday/PTO; Sick Leave; Other Leave.
There must at at least one item from the time off list in each Deel EOR box.
Any unmatched PTO by Roots "Out of Office" time will not be sent to Deel's payroll managers.
✅ Step 7 – Click Done
✅ Step 8 – Click Update Matching
There must at at least one item from the time off list in each Deel EOR box:
Holiday/PTO, Sick Leave, and Other Leave
You do not have to place all time off options into a corresponding box, we suggest you be as thorough as possible.
Remember, any unmatched PTO by Roots time off types won't sync with Deel's payroll system.
✅ Step 9 – Click Continue & Activate
You will be notified at this stage if you have employees who are 'unmatched' because they used a different email to sign up for Roots and for Deel. We can not sync time off any employees if the emails don't match.
You will be able to see a full list of all employeees that remain unmatched.
Follow the instructions on your pop-up windows to begin solving this issue, or follow these instructions
✅ Step 10 – Click Finish & Go to Settings
Deel will be able to review and sync Paid Time Off from 1 year in the past, and also 1 year in the future.
Congratulations! You have completed the setup for PTO by Roots.
If you have employees who are not matched, follow these instructions to update their emails so PTO is synced properly.
How to add time off in the Roots app
Here is a video demonstration of how to add PTO in Roots, and how the interface appears to users:
How to locate unmatched employees who used different emails
We can not sync PTO for employees who used different email addresses to sign up for Roots and for Deel.
You must contact the unmatched employees and have them enter an "Alternate Email" in their Contract.
During the Roots setup:
After you click Continue & Activate, you will see a pop-up if you have unmatched employees.
From Deel:
✅ Step 1 – Select the Apps & Integrations tab on the Dashboard, and click the Roots PTO integration
✅ Step 2 – Select the Settings tab
You will see a breakdown of how many employees are matched and how many are not matched.
✅ Step 3 – Click View Member List
You can see a list of names and email addresses for employees who are matched, and employees who are not matched.
Adding an Alternate Email Address
Contact the unmatched employees and have them enter their Contract from their Deel Dashboard.
They must click the Contact Details tab, and then enter an email in the 'alternate email' box.
The email must match the one used in Roots.
We will send them a link via email to verify.
How to adjust PTO by Roots settings
From the Roots PTO settings tab, you can also manually sync the integration, or delete the integration entirely.
We will automatically sync several times each day.
