Introduction
Sapling can sync new hire data with your ADP account, saving your HR, People Operations, and Payroll manual data entry and removing the risk of errors, while providing a great new hire experience.
ADP Workforce Now is ADP's payroll solution for mid-size businesses. Sapling’s integration with ADP allows you to:
- Collect all the information you need for all employee records
- Automate workflows, setup triggered notifications, and reminders across multiple departments, locations, and stakeholders, with detailed analytics around workflows
- Push new employee information to ADP Workforce through a Hire/ Rehire Template
- Ensure key employee information stays synchronized with a seamless two-way integration
(Sapling -> ADP immediately and ADP -> Sapling daily at 12:00 am American/Pacific)
The integration is available in the ADP Marketplace and you can request the Sapling integration in the ADP Marketplace.
**Note: Currently, Sapling does not have an integration with ADP Run.
This article covers the following topics:
- How It Works
- Setting up the Integration - video
- Data Flow Overview - video
- Overview
- Integration Fields
- Key Factors to be aware of
- 💡Looking to do more?
How It Works
Sapling leverages ADP’s Workers v2 API, which allows Sapling to send applicants (and key information collected by Sapling) into ADP’s New Hire Wizard within ADP Workforce Now. This then allows an ADP admin to login, confirm and enrich the applicant's data, then complete the new hire in the ADP onboarding wizard itself.
Following the sync from Sapling to ADP, an Associate ID is created in ADP. Each employee’s ADP Associate ID is automatically fetched by Sapling and attached to the employee’s Sapling Profile. Sapling then uses this Associate ID to match any changes from ADP back into Sapling, ensuring key information stays in sync for all your employees.
Setting up the Integration
Data Flow Overview
Overview
In order to provision the new record in ADP Workforce, the following information is required in Sapling:
- First and Last Name
- Personal Email
- Start Date
- Company Code
Integration Fields
Sapling is continually expanding the number of fields that sync between Sapling and ADP based on those that become available on ADP’s APIs.
- Here is a full list of Sapling and ADP Integration Fields.
- Any changes that are made in Sapling to the available fields will sync over to ADP immediately.
- Any changes that are made in ADP to the available fields will sync over from ADP and be reflected in Sapling. Changes are synchronized daily at 12:00 am PST.
Important Notes:
- The Last Day Worked isn't sent from ADP to Sapling. Thus, the termination date field is mapped with the Last day worked in Sapling.
- If the approval is required on any of the custom tables, e.g. Role Information, Compensation, or Employment status, then the related updates from ADP aren't synced.
- The Tax ID information will be synced to/from ADP only if the field type is 'Tax' and it is also named as 'Tax' in Sapling.
- Both the company email and personal email are synced from Sapling to ADP & vice-versa. (**Note: Values are synced to ADP while creating new profiles and also while syncing updates to/from ADP)
Key Factors to be aware of
ADP Stated Limitations
Like all software, there are some known limitations of the ADP Workforce API. The key ones for Sapling customers to be aware of are:
US905487: Fields not supported through the Application Onboard V2 API
- Custom fields are currently not supported by the Applicant Onboard V2 API.
- The fields in the following table aren't supported by the Applicant Onboard V2 API.
F154681: Cannot complete the onboard hire process, which already exists with Status as In Progress
-
This issue comes up when adding a template with the status of InProgress and having the required field information. Then, the same template ID, workerID, and file number is used and changes the status to complete with same information provided beforehand.
This adds a new record in the ADP Workforce Now UI.
WFNINDIATW-32357 - There is no validation that happens when assigning a non manager to an employee via the Applicant Onboard V2 API for WFN
-
There is no validation that happens when assigning a non manager to an employee via the Applicant Onboard V2 API for WFN
Multiple Onboarding Templates Management
- Enable US-based onboarding templates to toggle: This toggle will provide the list of US-based templates, and users will be created using ADP onboarding API-V1.
- Multiple onboarding templates toggle: This toggle will provide the list of all the templates (US-based and International), and the user will be created using ADP onboarding API-V2.
- When the Multiple onboarding templates (US-based and International) toggle is enabled, Sapling will create the Worked in Country (uses ISO alpha-2 country codes) as a Multiple Choice field and populate all the options automatically.
- For Multiple onboarding templates (US-based and International), Worked in Country and ADP Company Codes (You have to enable ADP Company Codes toggle as well) as these are required fields.
- ADP onboarding API-V2 has strong validation and ADP onboarding API-V1 has a lower validation.
- You can only enable one toggle (Enable US-based onboarding templates OR Multiple onboarding templates) at a time. When enabling one option, the other option will be disabled automatically.
**Note: The templates created in ADP should be given API access. The following option should be enabled:
WFN UI > Setup > Template Management > Hire/Rehire > Temaplte_Name > Assign Users > Enable "PROFILE FOR SYSTEM USERS ESTABLISHED BY MARKETPLACE DATA CONNECTOR APPLICATIONS"
Rehiring in Sapling and ADP
- Rehire must first be made in ADP
- The changes will then sync back to Sapling (daily at 12:00 am PST) provided the 2-way sync is enabled
- When these changes occur, updated rehired team members will appear in the Transitions dashboard in Sapling
- From the Transitions Dashboard, you can click into the user profile and assign the appropriate workflow and documents
Managing Locations, Teams, and Business Units
Often partners are managing multiple field categories in their ATS and seek to understand how Teams, Locations, and Commitments map to ADP. Sapling commonly sees:
- Employment Status = Worker Category
- Team = Home Department
- Location = Location
For these to sync correctly, the naming conventions must match between Sapling and ADP.
Job Titles in Sapling & ADP
- To ensure a consistent data flow between Sapling and ADP, Job Titles are pulled from ADP into Sapling.
- This syncing of data is used to ensure that Program Leads assign the appropriate Job Title to new hires. To achieve data accuracy of Job Titles, the Job Title must be listed in ADP for it to be reflected in Sapling.
Multiple Company Codes
- Enable multiple company codes must be toggled on in order to create the ADP Company Code field and map correctly from Sapling to ADP.
- Send multiple company codes provided the company codes are available on the list returned by code list API "/codelists/hr/v3/worker-management/company-code-values".
- When onboarding an employee, the company code can be selected and the ADP company code will be selected based on the values inputted.
- Be notified about changes in company codes, and update the company code in Sapling.
Sapling cannot send changes in company codes (i.e. for transfers) to ADP and these must be managed manually. The codes are listed in ADP (Setup -> Payroll -> Company Options -> Company codes)
Multiple Applicant Onboard Templates
For practitioners to start the new hire process, ADP Workforce Now offers default templates. The Applicant Onboard V2 API also supports the following templates:
WFN US Client - system template, which supports the following:
- HR + Payroll (System)
- HR + Payroll + Time (System)
- HR + Time (System)
- HR Only (System)
Note: In order to use system templates, practitioners should be set as a standard practitioner.
WFN CANADA Client - system template, which supports the following:
- HR + Payroll (System)
- HR + Payroll + Time (System)
- HR + Time (System)
- HR Only (System)
Note: In order to use system templates, practitioners should be set as a standard practitioner.
WFN INTERNATIONAL Client - system template, which supports:
- International (System).
Note: In order to use system templates, practitioners should be set as a standard practitioner.
Manager (Reports To)
The Manager field in Sapling and the Reports To field in ADP will be synced.
To see changes from Sapling to ADP reflected for this field, the person being assigned as the Manager must have the Management Position field set to "Yes" in their ADP Position record.
You can set this value in ADP before or after making the Manager change in Sapling.
Note: Please be aware that the "Reports To" field will only be synced if you have multiple onboarding templates enabled instead of just US-based onboarding templates.
Time Off with Sapling and ADP
Sapling customers can import their time off accruals and balances into Workforce Now through ADP’s Time Off import function. The workflow takes approximately 5 minutes each pay cycle when completed with batch processing.
- An admin will have to import data from Sapling to ADP, using a report like this.
- This will require running a report in Sapling, then using the template linked.
💡Looking to do more?
Ask Us About
- Offboarding with Sapling and ADP
- Syncing Sapling with International ADP Profile templates
Speak to your Sapling Customer Success Manager to learn more about the above.
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