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 [email protected].
- Please refer to Paylocity’s documentation regarding the API access: 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.
Paste the Paylocity Client Secret, Client ID & Company ID you received from Paylocity into the relevant fields.
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.
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.
Offer Custom Fields
You also have the option to sync additional Paylocity fields as Offer custom fields. 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 Custom Fields . Please be aware that custom fields are not available on the Foundations plan.
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).
Video Instructions
For a Paylocity integration video walkthrough, please refer here: