In this article, we’ll run through how you can seamlessly integrate your Paylocity system to provision and de-provision users on Reward Gateway.
How to enable the Paylocity integration?
To enable the Paylocity integration, log into the Reward Manager portal, go to the Integration tab on the left and search for “Paylocity” under the ”Explore Integrations” tab.
Click on the integration icon which will lead you straight to the Initial Setup.
Step 1: 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.
Step 2: Authorize the Paylocity Account
Before Reward Gateway can access your Paylocity data, you must authorize Reward Gateway to access your Paylocity account. To do this, click the "Authorize" button.
This will open a modal window where you will need to enter your credentials.
Getting access to your Client ID and Client Secret requires reaching out to Paylocity directly.
1. Fill out the Paylocity Web Services - Access Request Form
Within the form, the Client Contact Information should contain the information on the end-user's company (for example, the HR personnel from the end-customer).
The Vendor / Third Party Contact Information should contain information about Merge and Reward Gateway. Under "Briefly describe use case", you can describe how you are using Merge to connect to the Third Party, which is Reward Gateway.
You can ignore the "Webhook Push Notifications" section; however, you will want to request access to the following endpoints:
If you do not need Pay Statements, Deductions, & Earnings fill out the following:
If you do need Pay Statements, Deductions, & Earnings fill out the following:
Note: Get Employee is a required permission to authenticate the linking flow, but only endpoints needed for your integration should be selected. For example, if you don’t need Pay Statements, Deductions, or Earnings, remove those from the permissions.
2: Send your completed form to email@example.com
The email body should contain the following:
Subject: Requesting Client ID and Client Secret
Hi Paylocity team, can we get access to a Client ID and Client Secret for API access? (https://www.paylocity.com/our-products/integrations/api-library/) We have attached the form specifying relevant permissions.
3: Enter your Client ID & Secret in Reward Manager
Step 4: Enter your Company ID
Your Company ID is in the upper left-hand corner of your Paylocity portal. If your Company ID is CS932637, only enter 932637.
Add the Company ID in Reward Manager and click on Submit
You will see the confirmation message, click ‘Finish Setup’ and then ‘Save’.
You can revoke access to the integration at any time.
Step 3: Mapping
Before Reward Gateway can sync your Paylocity 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.
Step 4: 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.
How will you monitor when your Paylocity data syncs?
Every time your Paylocity 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 Paylocity data has been synced?
If it's a new employee record that is synced from Paylocity, 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 Paylocity information.
How will the employee data be removed once an employee is removed from your Paylocity directory?
Reward Gateway syncs your full directory every time. This means that if there is an employee missing from your Paylocity directory but has an account on Reward Gateway, they'll be marked as an account to be removed.
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.