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ADP Bi-Directional: Configure your New Hire Template in ADP

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Juan Burgos
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In order to successfully send new hire data from ClearCompany to ADP through the Bi-Directional Connector, your New Hire Template(s) in ADP must be configured to meet certain permission and formatting requirements. These Hire Templates should be aligned during the initial setup of your Bi-Directional Connector. 

  This article applies to ADP Workforce Now and TotalSource clients. ADP Vantage clients are not required to complete these steps as the integration creates a fully hired employee record in ADP.

In this article:
ADP New Hire Template Details
ADP TotalSource
ADP Workforce Now (Enhanced Connector)
ADP Workforce Now (Original Connector)
FAQs

ADP New Hire Template Details

The ADP New Hire Template includes the specific employee fields that must be completed prior to creating new or rehiring employee records in ADP. ADP has several pre-built System Templates for use but also allows admins to develop custom templates to meet their hiring needs. 

ADP-HireTemplateExample__1_.png

When using the ADP Bi-Directional Connector with ClearCompany, your new hire data is transferred into the New Hire Template of your choice within ADP. The number of templates you can use, along with the template configuration instructions, will differ depending on the ADP Product and version of the Bi-Directional Connector (Enhanced or Original) your organization uses.

ADP TotalSource

Supported Templates

Organizations using ADP TotalSource can send new hires from ClearCompany into a single System or Custom New Hire Template within ADP. If a custom template is being used, this template must be renamed "Applicant Onboard".

Configuration Instructions

You must reach out to ADP for assistance in customizing New Hire Templates. A list of contacts and a PDF copy of the recommended editing instructions can be found in the FAQ below.

ADP Workforce Now (Enhanced Connector)

Supported Templates

While using the Enhanced Connector version, you can send new hires from ClearCompany into any System or Custom New Hire Template within ADP. Your Bi-Directional Connector can support the use of multiple templates (system or custom).

Configuration Instructions

While using the Enhanced Connector version, you can send new hires from ClearCompany into any System or Custom New Hire Template within ADP. 

  Once you have activated the template by following the steps below, please provide the name(s) of the New Hire Template(s) you wish to use to the ClearCompany contact assisting you with the connector setup or edits.

  1. In ADP, navigate to Setup, then select Hire/Rehire.

  2. Ensure the desired template is toggled ON in the Activated column.

  3. Click the name of the desired template to open the editor.

  4. In the Where will employees hired with this template work? field of the Name Template section, select the country location most appropriate for your hiring needs. The three options are United States, Canada, and International.

  5. In the Select Steps section, define the appropriate Steps to be included in your template. 

    •   Ensure the following steps are selected:
      • Personal
      • Employment
      • Payroll
      • Tax

          If your organization does not have the ClearCompany Onboarding system, no data will transfer to this section, even if the Tax step is enabled at the template level.

    •  Remove the Emergency Contacts & Direct Deposit steps by clicking the   icon.

        These steps are removed from the template because the related new hire data will be automatically sent from ClearCompany after the new hire is processed as a full hire in ADP. If these steps remain in the template, the automated data transfers for Emergency Contact and Direct Deposit information will not work.

    •  Optionally, add:
      • Custom fields
      • Time off
      • Other steps that may be unique to your ADP account
    •  Click Next

  6. In the Select Fields section, decide which fields need to be completed within the Hire Template. Fields can be set to Off which will be excluded, Optional, or Required. 

      All of the data points coming from ClearCompany need to be selected as either Optional or Required. To see the standard list of fields that ClearCompany will send for a new hire, click here.

    Click Next.

  7. In Order Steps, click the up and down arrows to move each section to your desired order. Click Next.

  8. In the Assign Users section, select the profile(s) of user(s) who can enter information for the steps in this template. At this step, you must check the box for Don't inactivate or delete this profile. Membership changes could impact any existing integrations.

    mceclip0.png

      Important: The new hire data transfer will not work if this profile is not assigned to the template.

    Select any remaining profiles that should have access to view the new hire template. Click Next.

  9. In the Set Notifications section, decide if you want to enable email notifications for users in certain scenarios. Make the appropriate selections on this page accordingly. Click Next.

  10. Confirm your selections.
  11. Select Submit to save your template.

Repeat the above steps for any other templates which you wish to use for the integration.

ADP Workforce Now (Original Connector)

Supported Templates

While using the Original Connector version, you can send new hires from ClearCompany into any System New Hire Template or a single Custom template renamed as 'Applicant Onboard.' Your Bi-Directional Connector can support the use of multiple templates, through a combination of one Custom template and multiple System templates.

Configuration Instructions

While using the Original Connector version, you can send new hires from ClearCompany into any System New Hire Template or a Custom template renamed as "Applicant Onboard". More details on this are located in steps 3 & 4 below.

  Once you have activated the template by following the steps below, please provide the name(s) of the New Hire Template(s) you wish to use, to the ClearCompany contact who is assisting you with the connector setup or edits.

  1. Go to Setup, then select Hire/Rehire.

  2. Make sure the desired template is set to Yes in the Activated? Column.

  3. If the template you use is one of the ones listed below, no additional action is needed by you:
    • HR + Payroll (System) - US
    • HR + Payroll + Time (System) - US
    • HR + Time (System) - US
    • HR Only (System) - US
  4. If the template is NOT a system template:
    • Click on the template name to open it in edit mode
    • Select Name Template
      • Rename the template to "Applicant Onboard"
      • Confirm all other questions are correctly answered on this screen
      • Click Next

  5. Add and remove the appropriate Steps to your template:

    •  Make sure the following steps are selected:
      • Personal
      • Employment
      • Payroll
    •   Remove Emergency Contacts & Direct Deposit:
      • If either of these are selected, remove that by selecting that and clicking the < icon
        Please Note: These values will send over automatically from ClearCompany once the new hire is completed in ADP
    •  Optionally, add:
      • Custom fields
      • Time off
      • Other steps that may be unique to your ADP account
    •  Click Next
  6. Decide what fields you’d like set to Off, Optional, or Required
    • All of the data points coming from ClearCompany need to be selected as either Optional or Required
      • To see the standard list of fields that ClearCompany will send for a new hire click here.
    •  In addition, please make the following fields required:
      • Work email
      • Home Email
    • Click Next

  7. Set the Order of the steps:
    • You can click the up and down arrows to move each section
    • Click Next

  8. In the Assign Users section, select the profile(s) of user(s) who can enter information for the steps in this template.
    • Select Profile for system users established by Marketplace Data Connector applications
      • And select any other profiles you want to be able to view the new hire template
    • Click Next

  9. Set Notifications:
    • Decide if you want to add any notifications
    • Click Next

  10. Confirm your selections
    • Select Done

Inform the ClearCompany representative assisting with your connector setup that your template(s) are configured and ready for new hire information.

 F.A.Q.

I have ADP TotalSource. Do you have template editing instructions that I can send to my ADP Representative/Support?

First, review the Supported Templates listed above for your respective ADP Product. Modify or confirm that the template has the proper permissions/settings, as listed in the Configuration Instructions section. Reach out to ClearCompany Support for assistance in updating your list of New Hire Templates.

I have ADP TotalSource. Do you have template editing instructions that I can send to my ADP Representative/Support?

Yes! Download the PDF below to share with the ADP Representative who is assisting you with modifying your new hire template. Note: for ADP TotalSource clients, this step must be completed by an individual at ADP. If your representative is an "HR Business Partner", they will not have the correct permission levels within ADP. Reach out to ADP Support or ADP Marketplace Support for further assistance.

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