ClearCompany's integration with ADP is a valuable tool designed to ensure that information is kept up to date within both systems. In this article, we address frequently asked questions about our ADP Integration.
In this article:
General Information
Departments and Data
Compensation Configuration
Time and Attendance
User Management
Onboarding Process
Notifications and Permissions
Management/System
ADP WOTC
ADP Rehires
ADP SSO
General Information
You should refrain from deleting entities in ClearCompany, as doing so can disrupt the connection with ADP. If you wish to remove an ADP-controlled entity (Office, Department, or Role), we recommend excluding the entity via the ADP include/exclude functionality. This functionality can be found under Tools Setup ADP Integration Management.
The system uses the information below, to generate the employee username.
- The employees listed work email addresses.
- The employees' personal email address.
- If neither email is supplied, the system will utilize their first initial and last name.
- After this, we will add a number starting from 1 and counting up that isn't already taken (for example. if there's already a JDoe we'll use JDoe1)
Departments and Data
Only the department name will sync from ADP to ClearCompany via the ADP System of Record Integration.
The listed HR Business Partner or any other department-related fields in ADP will not sync to ClearCompany. ClearCompany has a number of department-related fields that can be set up manually by your organization once the initial ADP System of Record sync has been completed.
At this time, no, iHCM is not supported on the ADP Bi-Directional Connector.
There are 2 additional options you could explore to get the new hire data from ClearCompany to iHCM:
- ADP Data Bridge. If you would like to explore this option you will need to reach out to your ADP Team directly. This is a custom-built SFTP connector and does incur an additional charge from ADP and ClearCompany.
- CSV File. If you would like to explore this option you will need to reach out to your ClearCompany Customer Success Manager. This option requires the manual download of a CSV file and manual entry (or upload, based on the iHCM platform) capabilities.
Compensation Configuration
Compensation data can be synced to ClearCompany from ADP via the System of Record integration; however, by default, this information is disabled from the sync. To check your organization’s settings, navigate to ToolsSetupADP Integration ManagementConnector ConfigurationEdit EmployeesEmployee Properties. To disable the compensation data, follow the below:
- Navigate to ToolsSetupADP Integration ManagementConnector ConfigurationEdit EmployeesEmployee Properties. Toggle off Compensation Information.
- Once you toggle this off, you will be prompted to either delete the existing data from ClearCompany or to keep the existing data and not update it any further.
- There should be no effect on your organization’s ClearCompany account unless you are utilizing Workforce Planning.
Time & Attendance
At this time ClearCompany does not have any connector to the Time & Attendance Module of ADP.
Our ADP Bi-Directional Connector syncs Job Titles, Departments, Locations, and Employees into ClearCompany via the System of Record, then exports basic new hire info, tax, direct deposit, and emergency contact information to ADP.
User Management
In cases where you initially lack work email for specific users (e.g. not populated in ADP), and personal email addresses were added to ADP instead, the system will automatically designate the personal email as “Primary”. If you then add the work email address to the employee profile in ADP, the email will be synced to ClearCompany but the system will not switch the “Primary” designation to the newly synced work email address.
This “Primary” designation can be done manually for each employee where the above scenario occurs, or you can utilize the User Import Tool within ClearCompany.
There's a field in the user import called "Primary Email Type”. In that import column, you can designate “Work” to change the “Primary” flag from the personal email address to the work email address.
Duplicate ClearCompany user profiles will be visible in the user list (ToolsSetupUsers), but they won't be marked as duplicates. They will coexist with different usernames and profiles.
In the case of duplicate employee profiles in ADP, both profiles will be synchronized to ClearCompany through the ADP System of Record.
The role field on a user profile is populated with the assigned Job Title from ADP.
The title field in ClearCompany is initially filled with the corresponding role title during the first synchronization with the ADP System of Record. If the employee receives a new job title in ADP, the role field in ClearCompany for their user will be updated; however, the title field will not be automatically updated.
You have the option to manually update the title field or use the ClearCompany user import tool for this purpose.
This indicates the sync is already in progress for that individual user.
You can verify this at the top of the user snapshot where the status of the sync is shown.
No, we cannot designate which phone number pulls into the mobile phone field, this is part of the standard integration and cannot be changed.
If you have a scenario where the personal mobile number is not the phone number you want to pull into our system for texting purposes from ClearCompany, we recommend disabling the mobile phone number from coming over to ClearCompany from ADP. Once this has been disabled, users can add the correct mobile number to ClearCompany. In most cases, this is used when employees want their work mobile number to be used in ClearCompany for texting candidates.
Disabling the mobile phone number from being passed to ClearCompany from ADP via the System of Record integration, navigate to ToolsSetupADP Integration ManagementConnector ConfigurationEdit EmployeesEmployee Properties.
Onboarding Process
Upon launching your onboarding packet, the new hire will receive the welcome email. This email will furnish them with a username and a link to access the packet.
During their initial access to the link, they will be prompted to create a password. Subsequently, they will utilize the provided username and the newly established password to access their onboarding paperwork until their hire date has transpired, AND an employee record synchronized from ADP is received by ClearCompany through the ADP System of Record integration.
Notifications and Permissions
No, this is not a permission-based email. This is part of your integration configuration managed by ClearCompany. If you would like to add an additional email please reach out to ClearCompany Support to get this individual added.
Please follow the steps listed below to check the permissions in your ADP account:
- Navigate to SetupAccess PermissionsManage ProfilesStandard Practitioner.
- List ViewProcessHR.
- Ensure the Admin Function is toggled on under Hire/Rehire.
Management/System
Yes, for ADP Totalsource clients, any updates to the New Hire Template must be made through your account representative or ADP Support. TotalSource clients do not have direct access to the templates within their ADP account. Your account rep/ADP support must make these changes.
For instructions on how to update the New Hire Template, check out this PDF.
ADP Totalsource clients can use multiple ADP New Hire System Templates or a SINGLE custom New Hire Template.
For ADP Workforce Now and Totalsource Clients: We send new hire data to ADP, resulting in the creation of an 'In Progress' employee record within their ADP system. The “In-Progress” status requires the client to open the record and complete the associated New Hire Template in ADP for full new hire processing. The New Hire template that the client will complete in ADP is determined by the New Hire Template name we send via the new hire data transfer.
For us to send a new hire to an ADP Hire Template, that template must be provisioned with the correct settings and permissions that allow us to import data through the integration. To learn more about the New Hire Template, check out this article.
For ADP Vantage Clients: A new hire template is unnecessary as per the integration requirements we are directed to bypass the in-progress step and directly generate a complete employee profile in ADP.
Yes, this is expected. We do not receive active/inactive status for Job Titles from ADP. The recommended sequence of steps is as follows:
- Use the ADP include/exclude tool in ClearCompany (ToolsSetupADP Integration Management) to exclude the 100+ job titles. This action will eliminate the job titles from the Company Structure list in your ClearCompany instance.
- Proceed to ADP and deactivate the same 100+ job titles.
You will need to work with ADP Marketplace Support directly to correct the purchase of the Workforce Now connector and re-purchase the correct Totalsource Bi-Directional Connector.
While working on the repurchase of the new connector, please reach out to your Customer Success Manager. They will need to bring in our development team to reset the System of Record process.
ADP WOTC
To learn more about ADP WOTC, check out this article.
The following fields are sent from ClearCompany to ADP during the Hire Call:
| Fields | Source |
|---|---|
| WOTC Org ID | This ID is provided to us by the ADP WOTC Team during setup. It is then placed in your ClearCompany Account under ToolsSetupRequisitions. |
| Job Offer Date |
This is the date that an offer letter was sent to a candidate. If an offer letter was not sent to a candidate, or the client does not use our Offer Letter functionality we will send the Hire Date instead. |
| Hire Date | This is the latest hire date/most recent hire date on the User Profile. |
| Start Date | This is the latest hire date on the User Profile. |
| Working Location | This is the ADP ID of the office selected on the requisition which the candidate is being hired for. |
| Job Title | We will pass the name of the requisition. |
| Pay Rate | This is the rate that is listed in an offer letter. |
| SSN | This is the SSN system field on the onboarding record. |
Yes, and we recommend setting a default Org Id. The ADP WOTC Org ID can be set as the default by navigating to ToolsSetupRequisitionsAdd New WOTC Org ID and check the box for “Set as Default”.
If you have multiple WOTC Org ID’s you can also choose to set the WOTC Org ID on requisition templates.
ADP Rehires
To learn more about ADP Rehires, check out this article.
Please ensure the employee is terminated in ADP, not Archived.
ADP SSO
Single-Sign-On (SSO) is an authorization service that allows users to sign on to ClearCompany with their ADP credentials.
The following information can be shared with the Organization’s IT Team if requested:
- ADP is the identity provider in this case and provides authentication services.
- ClearCompany is the service provider that verifies the user identity for software access. When a user is trying to log into ClearCompany, we will redirect them to ADP. The user will be verified and authenticated, and then automatically redirected back to ClearCompany and logged in.
New ClearCompany Clients:
- The ADP Bi-directional Connector must be purchased from the ADP Marketplace. During the purchase process, the organization will NOT select the checkbox “I am an existing ClearCompany client”.
- Once the marketplace purchase is complete, ClearCompany will automatically create a ClearCompany instance and ADP SSO will be enabled.
Existing ClearCompany Clients
- The client will purchase the ADP Bi-directional Connector from the ADP Marketplace. During the purchase process, they will select the checkbox “I am an existing ClearCompany client”.
- The client will complete the Alignment Wizard with either their CSM or a dedicated Implementation Manager (if applicable).
- Once the alignment process is complete ADP SSO will be enabled automatically and users will be redirected to their ADP login screen in order to access ClearCompany.
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