Paylocity Web Link Integration Overview

ClearCompany and Paylocity have partnered to enable a smooth transfer of new hire data from ClearCompany Applicant Tracking platforms to Paylocity. This article provides an explanation of how the Web Link Integration works and what data can be exchanged between the two systems

In this article:
About the Integration
Setting up the Integration
ClearCompany Account Setup
Sending a New Hire
Process in ClearCompany to Transfer New Hire to Paylocity
How to Find Your New Hire in Paylocity

About the Integration

This integration is built for clients who utilize ClearCompany’s Onboarding Platform and Paylocity’s Payroll Management. This is an API integration that gathers new hire information and transfers it automatically into Paylocity. This integration is only for clients who utilize ClearCompany’s Onboarding platform.

Setting Up the Integration

The instructions below will provide a step-by-step guide on setting up a Paylocity Onboarding Endpoint integration.

1. You must initiate a request via the Paylocity Marketplace or your Paylocity Service Team. Check out this article to follow the steps to do so.
2. Paylocity will enable the correct endpoint for you to be able to receive imports from ClearCompany.
3. Paylocity Vendor Support will provide ClearCompany with a workbook for you.

Please note:

Receiving the workbook from Paylocity can take time, the sooner you complete the quicker the process will be.

ClearCompany Account Setup

1. Custom Fields:
   • Many custom fields will be required for setup based on what you want to be transferred.
   • Your ClearCompany will discuss with you where this information should come from, whether the location is a custom requisition field, custom offer letter field, form field, or application field.
2. Onboarding Forms; ClearCompany will add the forms needed to capture information in your account.

Sending A New Hire

When you are ready to send a new hire from ClearCompany to Paylocity, there are two options for triggering the data transfer.

Workflow Change - Default

By placing the new hire in a specific workflow stage, they will be automatically sent to Paylocity.

Onboarding Packet Completion

The other option for sending data will be when the new hire's assigned onboarding packet reaches 100% completion in ClearCompany.

Process in ClearCompany to Transfer New Hire to Paylocity

1. Ensure that the new hire's onboarding packet is fully complete.
   • If using the Workflow Change trigger they must have completed at minimum the Paylocity Personal Data Form for all fields to send.
2. For the Workflow Change trigger, they will send once the candidate is placed into the "Hired - Send to Paylocity" workflow stage.
   • If using the Onboarding Packet Completion trigger, the new hire will have automatically sent to Paylocity upon 100% packet completion (this includes all internal tasks).
3. In most cases, you will see "Sent" under the Integration Status on the candidate's Hire tab in their profile.

Resending or Manually Sending Data to Paylocity

If you need to resend or manually send the data to Paylocity, you can do so by following these steps:

1. Navigate to the "Hire" tab on the candidate's profile.
2. Select "Send Data" from the dropdown in the Integrations section.
3. Choose the Paylocity option from the dropdown menu labeled "Please Select a Connection."
4. Finally, click on "Send Data" to initiate the transfer. 

 Please Note

In the event of integration failures, the Status message within ClearCompany may still display as "Sent." ClearCompany Support will receive a notification of the failure and address it as soon as possible. However, if you don't see your new hire in Paylocity shortly after sending it, please contact [e-mail] for assistance.

How to Find your New Hire in Paylocity

When the new hire's onboarding packet is complete, change their workflow stage to 'Hired - Send to Paylocity' to trigger the data transfer from ClearCompany to Paylocity. The successful transfer will be shown on the Hire tab of the candidate's profile. Below is a step-by-step guide on how to find the new hire in your Paylocity system as well as what information to review and confirm.

Viewing New Hire Information Pending Queue and Error Queue

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The following steps walk through viewing new hire data within HR & Payroll.

1. When the new hire is sent, they will appear in your list of active Employees. Click on the last name of the new hire to review the Employee Record.
2. Review the Summary page of the Employee Record.
3. Navigate to Position, which provides information about the new hire's current position within the organization.
4. Navigate to Assignments, which provides payroll information.
5. The Work Location tab provides information on the location of employment.
6. The Status History tab provides information on employment history. Which includes Status, Position, and Compensation.
7. Navigate to Pay, and the Direct Deposit tab is used to review the new hire's direct deposit accounts.
8. The Tax Setup tab is used to view Federal Income Tax and State & Local Tax information.
9. The Personal Contact tab provides the new hire's personal information as well as their Emergency Contacts.

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If the new hire lands in the Error queue or the Pending queue. Users will need to validate errors for the new hire to appear as an active employee.

1. Log in to Paylocity and navigate to Web Link to view and validate your import.
2. Pending or error New Hire records are available for review within Web Link’s Imports Dashboard. Click into the Pending or Error queue to validate new employee records.
3. Validation errors will be highlighted in red. Expand each category to review and update your new hire’s data as needed.
4. After confirming the data in the Pending or Error queue, click Save and Validate to send the new hire record to HR & Payroll.