Introduction
In this article, we’ll run through how you can integrate your ADP Workforce Now system to provision and de-provision users on Reward Gateway.
! PLEASE NOTE: This is an integration with ADP Workforce Now only. It will not work with other ADP products (iHCM, ADP Payroll Services, etc.)
How to enable the ADP Workforce Now integration?
To enable the ADP Workforce Now integration, log into the Reward Manager portal, go to the Integration tab on the left and search for “ADP Workforce Now” under the “Explore Integrations” tab.
Click on the integration icon which will lead you straight to the Initial Setup.
Initial Setup
Select the import frequency, date format and whether you wish to send Welcome communication to newly added members. We recommend ticking the Welcome e-mail option, as this provides easy first-time access to the platform to new users and allows them to set up a password.
Authorize
In this step you would need to authorize the access so we can start syncing your data.
Log into your ADP instance, you will return to Reward Manager later on.
Step 1: Create a profile with access to reports in ADP
Log into your ADP Workforce Now account, go to Setup and find Access Permissions. Then go to Manage Profiles and click Create Profile and fill in the following fields:
Step 2: Give your service account access to securely sync your data
1. In Menus & Features, go to Reports & Analytics to make sure the following boxes in are checked:
Required Fields in Standard Reports:
- All Reports - only grants access to report types that are otherwise checked
- Personal & Employment
Recommended Fields in Standard Reports:
- Benefits - optional, check this box if you want the integration to sync Benefits data
- Pay Statement History - optional, check this box if you want the integration to sync Pay data
- Time Off - optional, check this box if you want the integration to sync Time Off data
2. Next, go to People and make sure these boxes are checked off:
Required:
- Employee Profile Report
- Employment Profile
- Personal Profile
Recommended:
- All People permissions: Click SELECT ALL in the top left. This will allow the integration to sync data pertaining to Time Off, Time and Attendance, Payroll, and Benefits information
3. In Sensitive Personal Information, go to On Screen & Reports and On Reports, and from the drop down menu select No Masking. This will allow the service account to securely sync your complete data set:
4. On the last screen, Status & Save, activate the profile, and then save it below:
Step 3: Create a new user and assign it to your "Integrations Service Account" profile.
1. From the Setup menu, select Security Management.
2. In Security Management, click People, then Manage Users and + to add a user.
3. Fill in the fields on the Add a New User page, using the fields displayed to you in Reward Manager. See an example below:
Then click on Continue in your ADP system.
4. In Step 1 "User Information", set the User Type to the “user is an independent contractor...” option, and set the User Role to “Product User”.
5. In Step 2 "Services":
-
Assign the profile by selecting WFNPractitioner in the "Available Service Profiles Box" and moving it to the "Selected Service Profiles"
6. Proceed through Step 3, and confirm the new user.
Please note that a Username will be Auto-Generated for this person. That is completely okay and expected!
Step 4: Connect the Service Account User to the Service Account Profile
1. Go back to your Workforce Now portal, and go to the Access Permissions page like before to find the Manage People page. Search for Service Account to pull up the new user (that should be its last name).
2. Click the user to pull up User Access Permissions, and select Manage Profile Memberships. Add the Service Account Profile that you created to the user. Click Save.
3. Now that the Service User has the right Profile associated, verify that the Menus & Features and Sensitive Personal Information for this user match what you set up in the Profile earlier (Step One).
4. Lastly, in People Access, under Service Account Currently Has, check off View Only Access to all People. Click View List of Selected People, and make sure that list is not empty.
Now return to Reward Manager to complete the mapping and publish the integration.
Click on Submit
You will see the successful message. Click on Finish Setup
Mapping
Please, note that we do not support custom fields for this integration.
Before Reward Gateway can sync your ADP Workforce Now directory, you need to map the fields which are going to be sent.
By default, Reward Gateway maps the Employee ID to uniquely identify a member. Any other additional mapping fields can be mapped during this stage, however, the Email Address field must be mapped as it is a mandatory field to create an account with Reward Gateway.
Once you are happy with the mapping, you can proceed to the next step.
How to prevent some members e.g. contractors creating accounts
By default, Reward Gateway fetches all active users and we use the employment status to determine if the employee is eligible. If you’d like to segment your imports and send only a specific group of employees, you can choose a field from the dropdown and set a list of allowed values and we will only create accounts for employees having these values present. You can add multiple values by separating them with commas.
Please note that if there are already existing accounts on our side, they will be revoked via the integration if you enable the segmented imports and the employees don’t have the needed values. For example, if you wish to exclude contractors, there should be a specific value by which they are grouped, and that value should not be included in the field above.
Review and Publish
At this stage, you can review the details and if you’re happy, publish the integration. This will make it live on the platform and Reward Gateway will start syncing the data based on the frequency selected at the Initial step.
How will you monitor when your ADP Workforce Now data syncs?
Every time your ADP Workforce Now data is synced, Reward Gateway sends an email to the user who set up the integration with details on how many accounts it has impacted.
You also have the option of going to the integration Dashboard and selecting the "Import History" option to see a log of all data syncs that have been performed on your platform.
If there were any issues with your data sync, you’ll be able to download a file containing all of the errors.
How will your employees get onboarded once your ADP Workforce Now data has been synced?
If it's a new employee record that is synced from ADP Workforce Now, Reward Gateway will create a new account for this employee based on the information mapped and will send them an invitation to join the program.
If it's an existing employee whose data has already been synced, Reward Gateway will not issue any communication and will update their information to match their ADP Workforce Now information.
How will the employee data be removed once an employee is removed from your ADP Workforce Now directory?
Reward Gateway uses the employment status to determine whether a user needs to have their account created, or be marked as a leaver in our system. This means that we will mark everyone whose employment status is inactive as a leaver.
The employee's account will then follow Reward Gateway's standard account close-down procedures.
How can you trigger your membership provisioning imports on demand?
You have the option to trigger the import on-demand from the 'Import data now' link in the tools dropdown. This will redirect you to the import page where you can start the process. Once started, a progress bar will be presented and when the upload is completed, you will be able to download any warnings and see the impact on your programme.