Paylocity Data Synchronization

This article covers how data is synchronized between Paylocity and ClearCompany. Before the setup process, you should review the company structure data (Roles, Departments, Offices, Users) in ClearCompany to ensure the information can be connected and synced between Paylocity and ClearCompany.

In this article:
Paylocity System of Record (SoR) Fields
Roles: Job Titles
Departments: Cost Center
Offices: Locations
Users: Employees
Additional Resources

Paylocity System of Record (SoR) Client Data Mapping Logic

ClearCompany Values	Paylocity Value	Matching Criteria	Case Sensitive	Space Sensitive
Roles*	Position/Job Title*	Name
Departments*	Cost Center Name*	Name
Offices*	Location Name*	Name
Employees	Employees	SSN, Work & Personal Email Address
*These fields will only sync if selected.

Roles: Position/Job Title in Paylocity 

You must choose whether or not you want your Job Titles in Paylocity to sync and appear in the Roles list of ClearCompany. We highly recommend selecting yes to this option for Job Title synchronization.

Paylocity Field	ClearCompany Field
Position / Job Title	Position Title

Option 1

You can have Paylocity Job Titles sync to ClearCompany Roles, which is recommended. If this option is selected, all Users in ClearCompany will have their Job Titles synced and updated based on changes made in Paylocity. The Roles list in ClearCompany will be populated, and updated based on Job Title additions and changes in Paylocity.

Option 2

You can choose to have Job Titles from Paylocity sync to only Job Titles in ClearCompany, visible on a User's profile. If this option is chosen, all Users in ClearCompany will have their Job Titles synced and updated based on changes made in Paylocity, and the Roles list in ClearCompany will not be populated or synced to the Job Titles in Paylocity. Roles in ClearCompany can be manually added and managed. Job Titles will always sync from Paylocity to the User profiles in ClearCompany. 

Notes

• There must be a ClearCompany Role that has the same name as a Paylocity Job Title. Role matching is both case-sensitive and space-sensitive.
• For example: “CNA” in ClearCompany and “Certified Nursing Aid” in Paylocity will not align in the System of Record process. To prevent duplicate Role creation, please update the ClearCompany Role to match the Job Title in Paylocity.
• If you happen to have a Job Title in Paylocity that is not currently present as a Role in ClearCompany, this Job Title will be automatically created as a new Role in ClearCompany upon completion of the System of Record process.
  

Departments: Cost Center in Paylocity

Paylocity Field	ClearCompany Field
Cost Center Name	Department Name

Notes

• There must be a ClearCompany Department with the same name as the Paylocity Department and a Cost Center Level must be assigned in Paylocity. Department matching is not case-sensitive or space-sensitive.
• For example: “HR” in ClearCompany and “Human Resources” in Paylocity will not align in the System of Record process. To prevent duplicate Department creation, please update the ClearCompany Department to match the Department Name in Paylocity. 
• If you happen to have a Department in Paylocity that is not currently present as a Department in ClearCompany, that is not a problem. Upon completion of the System of Record process, this Department will be automatically created as a new Department in ClearCompany

Please Note:

Cost center names must be unique across all cost centers in Paylocity.

Offices: Paylocity Locations

Fields

Paylocity Field	ClearCompany Field
Location Name	Office Name
City	City
State	State/Province
Country	Country
Address 1	Address 1
Address 2	Address 2
Zip	Zip/Postal Code

Notes

• You must ensure each Office name in ClearCompany has an exact match to a Location Name in Paylocity. Offices match on a name, matching is not case-sensitive or space-sensitive.
• For example: “CC Office” in ClearCompany does not exactly match the corresponding Location Name in Paylocity, “Cherry Creek Office”, they will not align in the System of Record. To ensure a match is found and a duplicate Office is not created, you will need to manually change the Office name in ClearCompany to read “Cherry Creek Office". 
• The ClearCompany Office could also be updated to “Cherrycreek Office” and a match would be found.
• You can also choose to update the Location Name in Paylocity to match the listed Office in ClearCompany.

Default Office

1. ClearCompany cannot support employees in the default office in Paylocity.
   • This location address is set up on the company level and does not have a name, but rather is the main/default address of the organization. This means the location does not exist on the location entity table in Paylocity.
     
   • Our System of Record integration can only pull locations if they exist in the locations table within the company’s Paylocity account.
2. For Paylocity clients using the system of record AND utilize the default office in Paylocity, the recommended path for locations is:
   
   • Create the location in the location entity table in Paylocity.
   • Update any employees who were assigned to the default location and assign them to the newly created location (on the table).
   • This ensures that ALL employees have an assigned office when they sync over via SoR.
3. Clients also have the following option, but this is not our recommendation:
   • Continue to use the default office as is and do not add it to the location entity table in Paylocity.
   • Any employees who are assigned to that office will come into ClearCompany with their office listed as unassigned.

Please Note:

There can be no duplicate office names in Paylocity. They must all be unique.

Users (Employees): Users in Paylocity

There must be a ClearCompany User whose properties match those of a Paylocity Employee. Our system will check the following three properties in order, and if there is a match we skip comparisons against the subsequent properties. User matching is space-sensitive but not case-sensitive.

Fields

Paylocity Field	ClearCompany Field
First Name	First Name
Last Name	Last Name
Supervisor	Supervisor
Work Email	Work Email
Personal Email	Personal Email
Mobile Phone	Mobile Phone
Rehire Date	Latest Hire Date
Hire Date	Original Hire Date
Gender	Gender
Address	Home Address
Birth Date	Date of Birth
SSN	SSN
Ethnicity/Race	EEO Information
Work Location	Office *Optional
Department	Department *Optional
Termination Date	Termination Effective Date
Employee Status	Employee Status
Position / Job Title	Job Title
Position	Role *Optional
Username or, if not available, primary email address or, if not available, firstNamelastName	Username

1. SSN - SSN matching is both with and without dashes between numbers (i.e. 123-45-6789 and 123456789).
2. Work Email Address
3. Personal Email Address.
4. If a match is found, we skip comparisons against the subsequent properties.

ATS Only Clients

We recommend you match employee properties on work email addresses. If the employee does not have a work email address, then the personal email address can be used.

ATS and Onboarding Clients

We recommend that you match employee properties on SSN. If a Paylocity Employee does not exist in ClearCompany, you do not need to add them as a User in ClearCompany. Upon completion of the System of Record, any employee without a matched User in ClearCompany will be created as a new User.

Please inform us once you have corrected any discrepancies and verified the information between the two systems matches. Should you have any inquiries or require further clarification, please do not hesitate to contact us.