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Sapling - Paylocity Integration Guide

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Alice McAnaw
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Introduction

The Kallidus Sapling platform helps HR and People Operations teams automate and streamline administrative tasks so they can focus on employee experience, retention, and creating an amazing culture for the most successful teams.

Paylocity is the HR & Payroll platform that frees you from the tasks of today so you can spend more time focused on the promise of tomorrow.

With the Paylocity integration, Sapling offers four different types: 

  1. Sapling to Paylocity Onboarding (one-way only)

  2. Sapling to Paylocity Onboarding + WebPay (one-way only)

  3. Sapling to/from Paylocity Onboarding + WebPay (two-way)

  4. Sapling to/from Paylocity WebPay (two-way)

Depending on the integration type, Sapling will:

  • Create Users: When a new hire completes preboarding in Sapling, they will automatically be created in Paylocity

  • Update User Attributes: When a user profile is updated in Paylocity/Sapling, the corresponding user profile will be updated in Sapling/Paylocity

  • Deactivate Users: When a user is offboarded in Sapling, the corresponding user in Paylocity will automatically be deactivated 

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How it Works: Sapling to Paylocity Onboarding (one-way only)

Create Users

  • When a new hire completes preboarding in Sapling, they will immediately be created in Paylocity with their personal information and job details

  • Once created in Paylocity, you can validate their data and complete their onboarding in Paylocity as needed

  • The new hire will then be invited to Paylocity based on your company settings in Paylocity

  • Check out the Supported Fields section for what fields are synced from Sapling to Paylocity for user creation

How it Works: Sapling to Paylocity Onboarding + WebPay (one-way only)

Create Users

  • When a new hire completes preboarding in Sapling, they will immediately be created in Paylocity with their personal information and job details

  • Once created in Paylocity, you can validate their data and complete their onboarding in Paylocity as needed

  • The new hire will then be invited to Paylocity based on your company settings in Paylocity

  • Check out the Supported Fields section for what fields are synced from Sapling to Paylocity for user creation

Update User Attributes

  • When a user profile is updated in Sapling, the corresponding user profile will immediately be updated in Paylocity

  • For user updates to sync, the user must have a Paylocity ID specified on their Sapling Profile

  • You'll have to add Paylocity IDs into Sapling yourself - we're unable to pull Paylocity IDs for you due to limitations of the Paylocity API

  • You can add the Paylocity IDs into Sapling on an individual basis or via bulk upload - check out this article for more information on bulk uploading data into Sapling

  • Check out the Supported Fields section for what fields are synced from Sapling to Paylocity for user updates

Deactivate Users

  • When a user is offboarded in Sapling, the corresponding user in Paylocity will automatically be deactivated once the Sapling Access Cutoff date (specified during offboarding) is reached

  • Check out this article for more information on offboarding users in Sapling

How it Works: Sapling to/from Paylocity Onboarding + WebPay (two-way)

Create Users

  • When a new hire completes preboarding in Sapling, they will immediately be created in Paylocity with their personal information and job details

  • Once created in Paylocity, you can validate their data and complete their onboarding in Paylocity as needed

  • The new hire will then be invited to Paylocity based on your company settings in Paylocity

  • Check out the Supported Fields section for what fields are synced from Sapling to Paylocity for user creation

Update User Attributes

  • When a user profile is updated in Sapling, the corresponding user profile will immediately be updated in Paylocity

  • When a user profile is updated in Paylocity, the corresponding user profile will be updated in Sapling via a daily (overnight) sync

  • For user updates to sync, the user must have a Paylocity ID specified on their Sapling Profile

  • You'll have to add Paylocity IDs into Sapling yourself - we're unable to pull Paylocity IDs for you due to limitations of the Paylocity API

  • You can add the Paylocity IDs into Sapling on an individual basis or via bulk upload - check out this article for more information on bulk uploading data into Sapling

  • Check out the Supported Fields section for what fields are synced from Sapling to Paylocity for user updates

Deactivate Users

  • When a user is offboarded in Sapling, the corresponding user in Paylocity will automatically be deactivated once the Sapling Access Cutoff date (specified during offboarding) is reached

  • Check out this article for more information on offboarding users in Sapling

How it Works: Sapling to/from Paylocity WebPay (two-way)

Create Users

  • When a new hire completes preboarding in Sapling, they will immediately be created in Paylocity with their personal information and job details

  • Once created in Paylocity, you can validate their data and complete their onboarding in Paylocity as needed

  • The new hire will then be invited to Paylocity based on your company settings in Paylocity

  • Check out the Supported Fields section for what fields are synced from Sapling to Paylocity for user creation

Update User Attributes

  • When a user profile is updated in Sapling, the corresponding user profile will immediately be updated in Paylocity

  • When a user profile is updated in Paylocity, the corresponding user profile will be updated in Sapling via a daily (overnight) sync

  • For user updates to sync, the user must have a Paylocity ID specified on their Sapling Profile

  • You'll have to add Paylocity IDs into Sapling yourself - we're unable to pull Paylocity IDs for you due to limitations of the Paylocity API

  • You can add the Paylocity IDs into Sapling on an individual basis or via bulk upload - check out this article for more information on bulk uploading data into Sapling

  • Check out the Supported Fields section for what fields are synced from Sapling to Paylocity for user updates

Deactivate Users

  • When a user is offboarded in Sapling, the corresponding user in Paylocity will automatically be deactivated once the Sapling Access Cutoff date (specified during offboarding) is reached

  • Check out this article for more information on offboarding users in Sapling

Before Enabling the Integration

Paid Subscription and Initial Setup Required

To leverage this integration, you'll first need to purchase a subscription to the Kallidus Sapling integration - please note the initial setup fee and recurring monthly fee. Once purchased, the Paylocity team will work with you to complete the initial setup on their end. Once their setup is completed, you're ready to enable the integration in Sapling.

User Creation Limitations

Sapling will only auto-create Paylocity accounts for new hires that complete preboarding after the integration is enabled. 

As such, before enabling the integration you need to manually create Paylocity accounts for all your existing Sapling users (if they don't already have one). For a speedier solution, please reach out to Paylocity Support and ask if you're able to do so via bulk upload. 

Once you've enabled the integration in Sapling, Sapling users with existing Paylocity accounts need their Paylocity IDs added to their Sapling profiles - check out Part 3 of the Setting Up the Integration section for guidance. Once added, user updates in Sapling will sync to Paylocity going forward based on their Paylocity IDs - except for the Sapling to Paylocity Onboarding (one-way only) integration. 

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Setting Up the Integration

Part 1: Purchase a Kallidus Sapling integration subscription from Paylocity Marketplace and complete the initial setup

  1. From the Paylocity Marketplace, purchase a subscription to the Kallidus Sapling integration
  2. Once purchased, you'll be contacted by the Paylocity team to help complete the setup on their end
  3. Once their setup is completed, copy the Company Code (that you purchased the integration for) for Part 2 of the setup

Part 2: Configure the Paylocity integration in Sapling

  1. Under Administration Tools, navigate to Integrations
  2. Scroll down to find the Paylocity integration and enable the integration slider
  3. Paste your Paylocity Company Code and specify your desired integration type and SUI state
  4. Specify which Location, Department, and Employment Statuses the integration applies to, and click "Next"
  5. Select which Sapling group types (eg. Department, Location, Team) should map to your Cost Centers in Paylocity and click "Next" - this step is optional but is highly recommended to help streamline your data flow
    • In the example above, Cost Center 1 in Paylocity is set up to hold all the Department details used for payroll reporting purposes
  6. Confirm your configuration details and click "Activate" to complete the integration

Part 3: Add existing Paylocity IDs to user profiles in Sapling

  1. Under Administration Tools, navigate to Profile Setup
  2. Confirm that a Paylocity ID field is now available - the field will be auto-created once you complete Part 2 above
  3. Add the Paylocity ID field to all relevant profile templates
  4. For each user with an existing Paylocity account, add their Paylocity ID to their Sapling profile - you can do this individually or via bulk upload

Supported Fields

Kallidus is continually expanding the number of fields that sync between Sapling and Paylocity.

Please note that is not possible to exclude or custom map any of the supported fields above, or map any additional fields at this time. 

If you are leveraging Cost Centers in Paylocity, you have the option to map your Sapling group types (eg. Department, Location, Team) to your Cost Centers during the setup process.

For Sapling fields with approval chains enabled, updates from Paylocity will not be synced into Sapling for those fields. Updates from Sapling will still be synced to Paylocity, but only after the field changes have been fully approved. 

When creating Sapling new hires in Paylocity, required fields will be validated on the backend before being synced. If a required field fails validation (eg. First Name contains an unsupported character), the Sapling new hire will not be created in Paylocity. This applies to the Sapling fields below:

  • First Name
  • Last Name
  • Hire Date
  • Company ID
  • Tax Form (1099M etc.)
  • Personal Email
  • SSN
  • Gender
  • Birthdate
  • Address (Address, Zip, County, Country)

Additionally, please note that the fields will be automatically synced from Sapling to Paylocity only after a user's Paylocity ID has been added to their Sapling profiles:

  • Preferred name
  • Middle name
  • Date of Birth
  • Job Title
  • Manager
  • Pay Frequency
  • Pay Type
  • Base Rate
  • Salary

Key Factors to be aware of

Field Name Matching

  • For the fields to sync correctly, the naming conventions must match between Sapling and Paylocity for both the fields names and field values (for dropdown fields)

Managing Time Off

Sapling customers can import their time off accruals and balances into Paylocity through Paylocity’s Time Off Import function. The workflow takes approximately 5 minutes each pay cycle when completed with batch processing

The workflow in Paylocity is: 

  1. Navigate to Web Pay's Payroll > Pay Entry page.

  2. Choose the check date via the drop-down.

  3. From the Batch Type drop-down, select TimeImprt.

  4. Make any other applicable adjustments and click Import.

  5. Verify the Batch Totals from the Preprocess Register compared to the Web Time hours on the

  6. Submit the payroll as normal.

Managing Benefits

For customers using the Sapling and Paylocity integration, employees complete their benefits elections in the Paylocity platform.

The workflow is typically a task in the new hire Onboarding Workflow providing background, details, and a timeline about their enrollment. Once enrollment has been completed, they mark the task as completed in Sapling, ensuring your People team have visibility of the process.

Managing Offboarding/Termination

When it comes to offboarding/terminating users, you can do so from within Sapling or Paylocity respectively. The sections below outline best practices for each option.

How to terminate users in Paylocity while leveraging Sapling offboarding workflows

  1. Create an offboarding workflow in Sapling (or edit an existing one) 
  2. Within that workflow, add a placeholder task along the lines of "offboard user in Paylocity"
    • For example, the 'Offboarding Workflow' in Sapling would be comprised of 20 tasks across multiple stakeholders (including Exiting team members, Managers, IT, and Payroll teams) that are notified of the offboarding 
    • The placeholder task "offboard user in Paylocity" would be assigned to one of these stakeholders including the user's information (including termination dates, last day worked, termination type, etc.)  
  3. Assign the Sapling offboarding workflow by navigating to the User profile >> Tasks >> Assign workflow
  4. When the placeholder task is reached within the Sapling offboarding workflow, the assigned stakeholder would go into Paylocity and initiate the offboarding process there
  5. Once the user has been offboarded in Paylocity and their Termination Date is reached, their offboarded status will be synced from Paylocity to Sapling via the daily (overnight) sync

How to offboard users in Sapling 

  1. Navigate to the User profile >> Actions >> Start offboarding
  2. Complete the offboarding workflow, specifying the Last day worked, Termination date, and Access Cutoff date
  3. Once the user's Access Cutoff date is reached, the Sapling user profile will be deactivated and the Paylocity user profile will be deactivated immediately afterwards

Filters in Sapling

Sapling supports filtering, and allows you to identify what users you want to keep synced based on the following:

  • Location

  • Department

  • Employment Status

Looking to do more?

Want to build your own custom integration? Check out the publicly available resources below:

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