Integrating with ADP Workforce Now®

ADP® is a global provider of cloud-based human capital management (HCM) solutions that unite HR, payroll, talent, time, tax, and benefits administration.

When Workable and ADP Workforce Now are connected, candidates that are hired through Workable can have their details automatically exported to ADP as "In-progress hires". This means you won't have to manually transfer or fill out info that was already recorded during the hiring process.

 

Connecting your ADP account

To connect your Workable account with ADP Workforce Now follow these steps:

1. Visit ADP Marketplace to purchase the Workable Connector for ADP Workforce Now.
2. Click Buy Now and choose an edition based on your company's size. Alternatively, you could go to the 'Editions & Pricing' tab and select the correct edition to purchase.
   
3. Continue through the process and enter your Workable subdomain. The subdomain will be pre-filled if you are logged in to Workable. 
4. Continue and fill in your billing info.
5. Review and place the order.
6. You will need to ensure permissions are provided on the ADP destination template. On ADP, go to Setup > Template Management > Hire / Rehire > (Select the template that you will use as destination) > Assign Users. Tick the "Don't inactivate or delete this profile. Membership changes could impact any existing integrations." box and click save.
   
7. Finally, sign in to Workable as a Super Admin and navigate to Integrations > Apps.
8. Click Authorize Workable under ADP. 
   

 

Enabling ADP export/sync configuration

There are two export/sync configuration options:

• Send candidate data from Workable ATS (available to plans with the Recruiting package)
• Send employee data from Workable HRIS (available to Premier plans with the HR package)

Create employee profiles when candidate is hired

This option enables you to create basic employee profiles in ADP when candidates are moved to the ‘Hired’ stage in Workable. To enable this option:

1. Click Enable next to the first export option
2. Choose how you would like to export hired candidates to ADP:
   
   • Auto-export: candidates will automatically be exported to ADP when they are moved to the Hired stage in Workable
   • Manual export: manually export candidates to ADP by clicking the button in the toolbar
     
3. Click Enable to complete the process. 

💡See the list of exported information:

Exported field	Note
First Name	Names must use only valid characters: letters (from all languages), numbers, full stop, space, dash, and single quote. Invalid characters will be removed before names are passed to ADP.
Last Name	Names must use only valid characters: letters (from all languages), numbers, full stop, space, dash, and single quote. Invalid characters will be removed before names are passed to ADP.
Email
Phone Number	This field is temporarily disabled and won't sync to ADP until further notice.
Job title	The job titles defined in ADP should match the job titles in Workable.
Start Date
Gender	With EEO settings enabled
Ethnicity	With EEO settings enabled
Race	With EEO settings enabled
🔍 Looking to export more info? Contact your Workable point of contact for assistance mapping other Workable data (e.g., custom fields) into ADP (available only for Standard Annual and Premier).

 

Create & sync employee profiles and payroll data

This option enables you to create detailed employee profiles in ADP when employees are onboarded or published in Workable. If you map Workable and ADP time-off policies during setup, you can also run payroll in ADP.

❗Before you start:

If salary details are present, they must be set in a compatible manner with ADP to avoid errors.

• For Salaried workers only, the pay rate frequency must be set to have the same value as the Pay schedule (for example, “Monthly”) or use the “Per period” option.
• The currency must be USD, or else the sync request will fail.

1. Integration settings

Set up the data transfer from Workable to ADP by filling in the necessary information:

• Choose an active company in ADP to send data to
• Choose an ADP template to use for creating ADP employee profiles
• Choose when Workable will create an employee profile in ADP
  
  • When an employee completes onboarding
  • When an employee profile is published
• [Optional] Auto update: Choose if you’d like employee profile edits and time off data to be synced into ADP automatically

2. Integration sync criteria

Here you will select who & what will be excluded/included while syncing between Workable and ADP. 

• Select the types of employees you’d like to transfer data from.
• Select which entities/locations and departments of employees will have their data synced between Workable and ADP. Unselected entities or departments won't be synced.
• Exclude specific employees you do not want to be synced from Workable to ADP.

3. Map fields

Match the employee profile fields in Workable to the corresponding fields in ADP. The first time you do the mapping, you will see only the mandatory fields required to set up the integration successfully (these will be grayed out). 

• If your creation event is set to “when employee completes onboarding” then the mandatory fields will be: First Name, Last Name, Start Date
• If your creation event is set to “when employee is published" then the mandatory fields will be those of the ADP template you have selected in step 1. 

Click Add field at the bottom of the mapping list to add and map additional fields. If you choose not to match a field, data from that column won’t be synced.

Auto-mapped fields

If auto-mapped fields exist, they will be visible at the bottom of the page. These are: 

Workable	ADP
SSN	SSN
Home phone	Home phone
Work phone	Work phone
Address	Legal address
Pay rate frequency*	Compensation type
Pay rate amount*	Regular pay rate
Pay schedule*	Pay frequency

* Salary details won't be available for mapping because they're included in the auto-mapped fields. If the salary fields are left empty in Workable, salaries will not be synced. However, if values are present, they must be configured properly to avoid errors. 

4. Map values

Match the employee profile field values from Workable to the corresponding values in ADP. If you choose not to match a field value, any data of that value won't be synced.

Note: The employee's job title is not supported as a destination in our ADP mapping for this integration type, so there is no way to map this between platforms.

5. Map time-off data (Optional)

If you’d like to send employee time-off data to run payroll in ADP, choose a sync frequency and match your Workable time-off policies to the corresponding policies in ADP.

In order for the sync to work properly, mapped time-off policies must use the same units (hours or days) in both systems. Additionally, since the time-off accruals & balances will be calculated on the Workable side, the switch “Maintain employees' time off balances” must be switched off in all destination policies.

• Choose when you’d like to send employee time-off data to ADP. It is recommended that you set the sync date as close to your payroll cycle as possible. Any edits to time-off data in Workable will not be automatically reflected in ADP after the sync.

  

• Map time-off policies by typing the ADP policy names and reason codes exactly as they appear in ADP.
  

If you don’t want to send payroll data, click next to complete setting up the integration.

6. Summary

Last, see a summary of your integration based on what you’ve selected in your previous steps. Click ‘Enable integration’ to save your settings and start the data sync. If you need to make changes, click 'Previous' to go back to the previous setup steps.

Sync history

When “Create & sync employee profiles and payroll data” is enabled, you may access the “Sync history” option from the menu and view all integration logs. The following event types are recorded:

• New hire (Onboarding completed/ Employee published)
• Employee record updated: Shows the value(s) changed, which got exported
• Time-off: Shows the approved time-off request(s) exported

For the above, the following statuses can be shown:

• Success: the event synchronized to ADP
• Fail: the event did not synchronize to ADP. A “Retry sync” button is available. The following are the two failure reasons:
  • Validation error: the field was not sent in an acceptable ADP format and needs to be reviewed.
  • System error: there was an unexpected system error occuring with either the internal or external system. Please contact support if this case happens. 

 

Finding exported data in ADP