Paylocity

this guide will walk you through integrating your paylocity account with ashby, allowing you to export hired candidates to paylocity automatically integration overview this integration enables you to push hired candidates’ data into paylocity onboarding to kick off the new employee onboarding process video instructions are linked at the bottom of this document sync custom fields sync offer letters sync file uploads one or two way sync notes ✔ ❌ ❌ one way sync from ashby to paylocity candidates are pushed to paylocity’s onboarding module, where they can be reviewed and added to paylocity as employees connect paylocity with ashby you’ll need a company id, client id & client secret to successfully connect paylocity onboarding with ashby to get these api credentials, you’ll need to fill out a paylocity web services access request document and send it to mailto\ webservices\@paylocity com please refer to paylocity’s documentation regarding the api access https //paylocity egain cloud/system/templates/selfservice/pctycss/help/customer/locale/en us/portal/308600000001020/topic/308600000005354/request api access to make this easier, we’ve pre filled the document in the pdf below when filling out the form, ensure that new access for company ids listed above with both demo & production are marked in the request type section onboarding is marked in the open api access section you can leave the webhook push notifications section blank, as we’re not using webhooks for this integration once you receive api credentials from paylocity’s service, follow the below steps ashby setup navigate to ashby and select admin next, click integrations on the left panel of the screen select paylocity and click enable paylocity screenshot 2022 12 22 at 10 58 38 png paste the paylocity client secret, client id & company id you received from paylocity into the relevant fields screenshot 2022 12 22 at 11 00 28 png once you fill out the api credentials, the paylocity integration will be enabled push candidate data to paylocity when a candidate accepts an offer, you will see an option to add the candidate to paylocity in the current activities section of the candidate profile, click on add candidate data in the add candidate to paylocity activity a new employee will be created in paylocity and the latest offer data will be pushed into your paylocity account screenshot 2022 12 22 at 11 11 34 png when pushing a candidate from ashby to paylocity, the following candidate details will be included by default employee id first name last name personal email address personal mobile phone start date we’re generating an employee id for auditing purposes this can later be changed on paylocity’s side salary paylocity only accepts salaries in usd therefore, ensure that the salary’s currency is set to usd when filling in the offer details the salary field is no longer pushed over to paylocity by default because of limitations with paylocity's api in order for salary data to be pushed with candidates, enable the "pay frequency" custom field when configuring the integration once enabled, it may take up to an hour to have the custom field to be created and populated on offer letters when a value for pay frequency is provided on offer letters, we'll push the candidate's per check salary to paylocity screenshot 2023 03 29 at 2 03 54 pm png offer custom fields you also have the option to sync additional paylocity fields as https //app ashbyhq com/admin/organizational settings/custom fields?objecttype=offer these values will be sent to paylocity if included in the candidate’s offer form after selecting additional offer custom fields to sync, it may take up to one hour for them to appear in offer forms more information on creating custom fields at docid\ qpgklrscmzgwc 7krbwds please be aware that custom fields are not available on the foundations plan screenshot 2022 12 22 at 11 08 39 png candidates pushed from ashby to paylocity will be created in paylocity as draft new hire with no event status you can then ensure all the pushed details are correct and assign a new hire to your events to view candidates pushed to paylocity as draft new hires, click on the “onboarding” link on the left panel of the screen (highlighted below) screenshot 2022 12 22 at 11 20 02 png screenshot 2022 12 22 at 11 27 48 png video instructions for a paylocity integration video walkthrough, please refer here faq can you update candidate information in ashby and push an update after they've already been hired and pushed to paylocity? we currently allow candidates to be pushed to paylocity once, so a candidate can’t be pushed again to apply any updates candidates are added to paylocity's onboarding module, so if any updates need to be made to an employee's profile after they've been pushed to paylocity, they can be made there can we push data to paylocity for internal hires? the integration currently pushes candidates to paylocity's onboarding module so that an admin can review their account before they're labeled as a full employee if the internal hire already exists in paylocity, their existing employee record would not be updated by the integration, and we would attempt to create a new record for them in the onboarding module if we terminate someone in paylocity would that be reflected in ashby? the integration is one way, from ashby to paylocity, so terminating an employee in paylocity will not terminate them in ashby assuming the org has google user sync configured, then any employees that have their google account deactivated will also be deactivated in ashby the next time we sync their users from google can i change the employeeid generated when pushing a candidate from ashby to paylocity? at this time, there isn’t a way to change this