New Hire Integration Validation Guide

Juan Burgos

Edited May 14, 2026 13:00

The New Hire Integration Validation feature helps ensure your new hire data is accurate before it is sent to third-party systems. By validating data in advance, it reduces failed exports, improves data quality, and minimizes delays in onboarding.

When issues are detected, ClearCo provides clear, actionable error messages that identify what needs to be corrected. This allows your team to resolve problems quickly without relying on unclear third-party error responses.

In this article:
New Hire Validation Overview
New Hire Validation Workflow
How to Review and Fix Errors
Managing the Sync Failed Notice
Filtering Candidates with Sync Failures
Error Types and Definitions
Resend a Previously Successful Integration
F.A.Q.

New Hire Validation Overview

The New Hire Integration Validation feature performs a pre-send data check to help ensure successful integrations with third-party systems.

Key capabilities include:

Validates data before sending to external systems.
Identifies missing or invalid information early.
Displays all errors at once for faster resolution.
Provides clear, actionable error messages.
Supports a more reliable and consistent integration process.

New Hire Validation Workflow

When a new hire export is triggered, ClearCo:

Applies export mappings, transformations, and formatting.
Validates the data against integration rules.
Either sends the data or displays errors for correction.
Validation runs when a new hire export is initiated. This may occur when:
- A candidate moves to the Send to [export] workflow stage.
- An onboarding packet is completed.
- You select Sync data from the Hire tab.

What happens when validation fails

If the data does not meet validation requirements:

The workflow stage updates to Failed to export.
A Sync failed notice appears on the candidate profile.
An email notification is sent (if configured).
All validation errors are displayed on the Hire tab.

Each error explains what is missing or invalid, where the data originates, and how to correct the issue.

Understanding integration status

In the Active integrations section:

Accepted (green): Data was successfully sent.
Failed (red): Validation or sync errors occurred. Failed integrations appear with red Failed text and show the number of errors that occurred.

How to review and fix errors

Review Errors

To review errors:

Open the candidate profile. (Tools Recruiting Candidates).
Select the Hire tab.
Go to Active integrations and select View errors.

Resolve Errors

To resolve errors:

Update missing or invalid data in the indicated source.
Follow the links provided in error messages when available.
Select Retry sync after making corrections.

If validation passes, the data is automatically sent. No further action is required.

Manually trigger a sync

The Sync data button allows manual triggering of an integration. Use this only when necessary. Your organization’s configured automation should be the primary method.

Filtering candidates with sync failures

Use the Only show hire sync failures toggle to view candidates with failed integrations.

Filter

To use this filter:

Go to the Candidates page. (Tools > Recruiting > Candidates)
Toggle Only show hire sync failures.

What to expect

Only candidates with failed integrations appear.
Each candidate shows a Sync failed status.
Dismissing the error removes the candidate from this filtered view.

Managing the Sync failed notice

A Sync failed notice appears when a new hire integration fails.

Where you’ll see it

A banner appears on the candidate profile; the banner links directly to the Hire tab.
A notification banner appears on the Candidates page when failures exist.
Candidates with failures display a Sync failed label in the list.
About the Data sync failed banner:
- Appears across all requisitions you have access to.
- Highlights candidates with failed integrations.
- Dismiss all candidate errors in the candidate profile to remove the data sync banner.

You can hide the notice if it does not require action.

For example:

The hire was added manually.
The candidate is a rehire not supported by the integration.

Hide the notice

To hide the notice:

Open the candidate profile.
Select Hide error details.
You can also select to Show Error Details afterwards.

Important

Hiding the notice removes the Sync failed indicator. The candidate will no longer appear when filtering by sync failures.

Error Types and Definitions

Errors are grouped by data source to help you quickly identify where updates are needed.

How errors are displayed:

For Paylocity, UKG Pro, and UKG Ready: Errors appear in a general Error section with a specific message.
For ADP integrations: Errors are grouped by source Requisition, Candidate profile, Offer letter, Onboarding, and Fixed value fields.
Hover over the information icon to:
- View the error category.
- Understand the cause.
- See how to fix the issue.
- After making updates, select Retry sync to revalidate and resend data.

General error

Indicates a system or integration issue, such as: Partner API error, Integration outage, Export configuration issue.

Requisition Information

Users will see "Requisition Information," which indicates missing required data collected in a requisition custom field. For example, Employee Type, Pay Type, and Hire Date.

Candidate profile

Users will see "Candidate Profile," which indicates missing required data collected in a candidate custom field.

Offer letter

Users will see "Offer Letter," which indicates missing required data collected in an offer letter custom field. For example, Pay Rate and Pay Type.

Onboarding

Depending on the onboarding issue, users will see the following:

Unassigned Forms

Unassigned Forms indicates missing required data collected in an onboarding form, AND the onboarding form has not been assigned to the candidate.

Specific Form

Specific Form errors indicate missing required data collected in an onboarding form AND the onboarding form has been assigned to the candidate, but either the form was not completed at all OR the field was left blank OR the field has a value that is not accepted.

Onboarding Information

Onboarding Information indicates missing required data collected in the onboarding record, for example, Hire Date.

Fixed Value Fields

Fixed Value Fields indicate missing or incorrect required data in a fixed value field.

Resend a Previously Successful Integration

This feature is not enabled by default.

It may be used for:

Rehiring a candidate on the same profile
Custom integration workflows (e.g., SFTP or webhook)

Resend

Go to the Hire tab.
Locate the integration with the Accepted status, and click Sync Again.
You'll be asked to confirm resyncing this candidate, as they were already successfully sent to the payroll system. Click Yes, sync this candidate.
After a successful resend, the integration shows a green Accepted status, and the Last Updated column reflects the date and time of the most recent sync.

Note:

Resending may fail depending on the payroll system or if a rehire is not in a terminated status.

Deleted Integrations

If an integration has been removed:

A deleted integrations section appears.
Displays historical sync activity for that candidate.
Only shows integrations tied to past sync attempts.

F.A.Q.

How can I see previously resolved errors or the error history on a candidate’s profile?

At this time, previously resolved errors or error history will not display.

Will a Sync failed notice appear if one integration fails but another succeeds?

Yes, if there is any failed export, the sync failed notice will appear.

What happens if a new sync fails after a previous successful export?

The Data sync failed banner will appear on the candidate profile.

Need help troubleshooting?

ClearCompany Support can use validation error details to help identify and resolve integration issues more efficiently.