ADP Workforce Now Connector

16 min

Ashby's integration with ADP Workforce Now® lets you automatically send new hire information from Ashby into ADP as pre-hires, saving time and reducing manual data entry.

Ashby integrates with both ADP Workforce Now and ADP Workforce Now Next Generation. When you add the Ashby app from ADP, the correct integration will activate in Ashby, and the two integrations have exactly the same features. You should not need to let us know which you are using.

What data is sent to ADP?

The following fields are supported by the integration today. Please reach out to [email protected] to request additional fields.

Ashby Field	ADP Field	Notes
Full Name	First Name, Last Name
Email (personal, primary)	Personal Email
	Business Unit
	Classification Code
	Company Code
	FLSA
	Hire Date
	Home Department
	Job
	Landline Phone Number
	Legal Address City
	Legal Address Country Code
	Legal Address County
	Legal Address Line 1
	Legal Address Line 2
	Legal Address Line 3
	Legal Address Postal Code
	Legal Address State/Province/Territory
	Lived-In State
	Location
	Location Name Code
	Management Position
	Middle Name
	Mobile Phone Number
	Onboarding Status *	Recommend this is set to In-Progress.
	Onboarding Template *	See this note on template configuration.
	Pay Frequency
	Pay Group
	Pay Rate
	Reason for Hire
	Worked In State
	Worker Category
	Works from Home

Requirements

Must be set up by an ADP Admin user, HR Practitioner

Must be an Ashby Organization Admin.

Setup Instructions

Get Your Account ID from Ashby

As an Ashby Admin, log in to the Ashby Marketplace to retrieve your activation code. You will input this during checkout.

Purchase the Connector on ADP Marketplace

Visit apps.adp.com, and log in.

Search for Ashby Connector for ADP Workforce Now

Click Buy Now and complete the checkout steps

Make sure to update the purchase option to align with your Ashby plan.

When prompted, enter the activation code from Ashby. The system will validate the ID. If valid, you’ll be able to proceed with placing your order.

Important: Provide consent when prompted; failure to do so will prevent activating the integration.

Confirm ADP Profile Permissions

Activate the Integration in Ashby

Once you’ve completed the above steps, return to the integration in Ashby and click Activate, then click Sync Custom Fields

Once synced, you’ll see the list of supported metadata fields on the offer form. Partner with your HR team to determine the fields that should be populated by your Talent team with pushing hires. Once you have your list, toggle Sync Enabled? for each.

Configuring permission settings

To allow the selection of onboarding templates as well as the syncing of custom fields, some additional permission settings need to be configured in ADP.

To enable these permissions:

Navigate to Setup, then Template Management

Select Hire/Rehire and then select an active onboarding template

Click the Assign Users stage and ensure that the profile with the name starting with Don’t inactivate or delete this profile is enabled.

Complete the rest of the setup steps and confirm and submit your final selections.

Repeat the above steps for all templates.

If these permissions are missing, then you will not be able to sync over the full range of fields

Format Offer Fields

Once you’ve toggled on the selected fields, corresponding Offer custom fields will be generated. These fields are synced to ADP and will be updated as changes occur on the ADP side. See Custom Fields and Offers and Offer Letters for more details. Here are your formatting options:

Order fields - you can slide custom fields by hovering over the space next to the icon to the left of the field name to expose the drag handle.

Set default values, and, optionally, hide fields that always have the same value.

Decide How to Push Data

Ashby offers two options for transferring candidate data to ADP:

Manual Push (recommended) - Use the Add Candidate Data button on the candidate’s ADP activity panel. This option is recommended as you’re getting started with the integration.

Automatic Push on Hire - Enable automatic sync from the HRIS Integrations page in Ashby Admin.

Using the Integration

Candidates are pushed to ADP as onboarding pre-hires.

When a candidate enters the offer stage, Ashby surfaces the ADP metadata fields in the offer form.

After the offer is accepted and the candidate is marked Hired, data can be sent to ADP in either of the following ways

Manual Push - Use the Add Candidate Data button on the ADP Activity on the candidate profile.

Automatic Push on Hire - Enable automatic sync from the HRIS Integrations page in Ashby Admin.

FAQ

Can I map values from other fields to my offer custom fields to pre-populate values?

Yes, see Custom Fields for more details.

Can I use my existing custom fields?

No, you’ll need to use the custom fields generated by the integration. These fields are updated automatically whenever changes occur in ADP.

Does ADP cost to use?

Yes, pricing can be found in the ADP marketplace.

Where do candidates appear in ADP?

Candidates will appear in the in-progress hires tab in the Hire/Rehire menu. Navigate to Process > Hire/Rehire > New Hire

Can I sync pre-hires or candidates at the offer stage?

Not at this time. Sync occurs only when a candidate is marked Hired.

Will this trigger ADP onboarding flows?

This depends on your ADP template settings. Ashby only creates the pre-hire; your ADP onboarding process determines what happens next.

Can we filter which hires sync to ADP?

Yes. Use the manual push option to selectively sync candidates.

Why can’t I push data to only one of my hire/rehire templates?

For every custom template, you’ll need to:

Go To Setup →Template Management → Hire/Rehire

Select the template you’d like to have access to in Ashby

Click Assign Users

Check Don't inactivate or delete this profile. Membership changes could impact any existing integrations

Save

Any limitations?

Only new hires are synced; existing employee updates are not supported

New hires can’t be pushed multiple times; ADP will validate based on personal email

Documents and onboarding tasks are not transferred

Reports To isn’t currently supportable; solving this is in the backlog.

ADP Custom fields are not supported as fields to sync through the ADP integration