Introduction
In this article, we’ll run through how you can seamlessly integrate your Paychex system to provision and de-provision users on Reward Gateway.
How to enable the Paychex integration
To enable the Paychex integration, log into the Reward Manager portal, go to the Integration tab on the left and search for “Paychex” 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 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 the Paychex Account
Before Reward Gateway can access your Paychex data, you must authorize Reward Gateway to access your Paychex account. To do this, click the "Authorize" button.
This will open a modal window where you will need to enter your Paychex OAuth credentials.
Click on ‘How do I find my OAuth credentials?’ if you’re not sure where to find them.
Or read this article on the MergeDev website: Paychex integration
After entering the Client ID, Client Secret and API key you will see the confirmation message, click ‘Finish Setup’ and then ‘Save’.
You can revoke access to the integration at any time.
Mapping
Before Reward Gateway can sync your Paychex directory, you need to map the fields which are going to be synced. To do this, use the mapping stage of the setup and use the fields displayed. Once ready, click ‘Save’.
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
We have a feature that allows you to segment your employees by using a specific field and values.
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.
You can set a specific value, and we will only create accounts for employees with this value.
Whenever a member doesn't have the needed value set in the segmentation, they will get revoked, or an account won't be created until you add it to their account.
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 list and set a list of allowed values. Then, we will only create accounts for employees that have 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 required 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.
How to Import Custom Fields to Provide Additional User Data
We support up to 10 custom fields in addition to the standard ones in the “Mapping” step. They can be used so the integration fetches different information that is already included in the Paychex accounts.
It is important to emphasize that if the integration is already published and you want to make amendments to the custom fields, you will have to go to the “Authorize” step, revoke the access, and go through the “Authorize” step again, then map those fields and publish the integration.
Review and Publish
At this stage, you can review the details and if you’re happy, publish the connection. This will make the integration live on the platform and Reward Gateway will start syncing the data based on the frequency selected at the Initial step.
FAQs
How will you monitor when your Paychex data syncs?
Every time your Paychex 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 Paychex data has been synced?
If it's a new employee record that is synced from Paychex, Reward Gateway will create a new account for this employee based on the employment status and 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 Paychex information.
How will the employee data be removed once an employee is removed from your Paychex 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 '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.