How to set up the Paylocity integration in Bob

Integrating Bob with Paylocity's payroll system ensures your people data is always up-to-date and ready for your next pay cycle.

To review the data flow and mapping, see Paylocity integration.

Before you begin

Clients that wish to onboard with the integration will be required to complete two forms received from Paylocity: PADE-API form and Request access form. 

Note: The forms are constantly being updated, so if you see new or additional fields, or the forms do not match exactly, that is oaky; fill them out accordingly.

PADE-API form

  1. Complete Client Information, which includes personal details.
  2. Complete Vendor/ Insurance Provider Information:
    • Vendor/ Insurance Provider Name - Hibob
    • Plan ID(s)/Policy number(s): leave empty.
    • Contact Name: Hibob Payroll.
    • Effective Date: date you fill out the form.
    • Contact Email: payroll-dev@hibob.com.
    • Contact Phone: leave empty.

    Note: The next two sections: TPA and Broker info, should not be filled.

  3. Signature details should be completed and signed by an authorized signer on the client side.

Request access form

Fill out the form and make sure to check the following fields; If the fields are not checked, the integration will not work.

  • EMPLOYEE LOCAL TAXES - Update local taxes
  • EMPLOYEE - New hire
  • EMPLOYEE - Employee updates
  • EMPLOYEE - Get Employee

    Sample form

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How to set up the Paylocity integration in Bob

Bob's setup wizard will guide you in setting up the Paylocity integration.

Note: To make this process as easy as possible, you'll see some greyed out fields; these are pre-set, default settings.

Details

The first two steps in the wizard are pre-set. Follow these instructions to get started:

  1. Press Settings in Bob’s main menu.

  2. Select Integrations from the secondary menu.

  3. Click on the Payroll category from the left integrations menu.

  4. Click Connect on the Paylocity integration tile, then click on the Setup button. A setup wizard will open; some settings are pre-set in grey while others must be configured.

  5. Enter the Company ID that you received from Paylocity in the field.

  6. Enter the Client Secret that you received from Paylocity in the field.

  7. Enter the Public key that you received from Paylocity in the field.

  8. Click Next.

Fields

The fields step has already been preset, so click Next to continue.

Value mapping

Each value mapping list has two ways in which it can be configured, right in bob’s interface or via an imported value mapping list. You may find that you only need one method or might choose to use both as needed.

Note: while the Source in bob and Name fields are configurable in the Value mapping step, we recommend to keep them as is, as they were set up to allow for a seamless integration with Paylocity. That being said, instructions on how to edit these fields can be found below, in case you wish to reconfigure certain fields.

Via an imported value mapping list

You may import and export any other value mapping list to bob using the following steps.

  • This method is best suited for when you have long value mapping lists

  • Use this method to import the information in the three validation lists you’d exported from Paylocity (Department and Job Title) to bob

Note: editing an existing value mapping list using an imported one will override the original value mapping list’s data.

In the Value mapping step, you may edit any of the pre-set value mapping lists and/or create additional ones:

Edit a pre-set value mapping list

To edit a pre-set value mapping list(e.g. add new job titles to the mapping list) via an imported value mapping list:

  1. select Edit on the three dot menu of the list you’d like to edit.
  2. Click on the Source in bob dropdown to select the field from which the bob list values are derived, e.g. “Job Title”
  3. Enter the Name of the corresponding field in Paylocity, e.g. “Job Title”
  4. Override the existing value mapping list by clicking on the import icon
  5. Click on Select template to open a bob values list template dropdown
  6. Scroll or search for the bob value list (derived from a bob field) you wish to use and select it
  7. Click Download
  8. Enter the value mapping list according to the instructions in the Excel sheet and save the document as an xlsx file
  9. Go back to the value mapping list and click the import icon
  10. Click on the Upload xlsx button.
  11. Search for your file and click to select it
  12. Click Open
  13. Click on Run import to begin importing your document to Bob

Create a new value mapping list

To create a new value mapping list, click on the + Create new button, located at the bottom of the value mapping lists. A popup will appear.

  1. Click on the Source in Bob dropdown to select the field from which the Bob list values are derived, e.g. “Job Title”

  2. Enter the Name of the corresponding field in Paylocity, e.g. “Job Title”

  3. Create a mapping between a Bob value and the payroll system’s value by clicking on the import icon

  4. Click on Select template to open a Bob values list template dropdown

  5. Scroll or search for the value list you wish to use and select it

  6. Click Download

  7. Enter the value mapping list according to the instructions in the Excel sheet and save the document as an xlsx file

  8. Go back to the value mapping list and click the import icon

  9. Click on the Upload xlsx button.

  10. Search for your file and click to select it

  11. Click Open

  12. Click on Run import to begin importing your document to Bob

Review the value mapping list’s data for accuracy.

Via Bob

Use Bob to edit and create value mapping lists using these steps:

In the Value mapping step, you may edit any of the pre-set value mapping lists and/or create additional ones:

To edit a pre-set value mapping list (e.g. add new job titles):

  1. Click on the three dot menu of the list you’d like to edit.

  2. Select Edit.

  3. To change the field that serves as the selected list’s Source in Bob field, click on its dropdown.

    - Scroll or search for the Bob field you’d like to change.
  4. To edit an existing value:

    - To edit the Bob value name, select the text in the Bob value field you wish to change (on the left) and enter the new Bob value name.

    Note: ensure that you use the exact name of the value in Bob.

    - To edit the payroll system’s value name, select the text in the corresponding right field and enter the new Paylocity value name. - Repeat as needed.
  5. To add a new value, go to the row beneath the value mapping table (you may need to scroll if you’ve got many values listed):

    - Enter the exact name of the value in Bob in the left text field. - Enter the exact name of the value in Paylocity in the right text field. - Repeat as needed.
  6. Click Done.

To create a new value mapping list:

  1. Click the + Create new button.

  2. Click the Source in Bob dropdown to select the field from which the Bob list values are derived, e.g. “Job Title.”

  3. Enter the Name of the corresponding field in Paylocity, e.g. “Job Title.

  4. Create a mapping between a Bob value and the Paylocity’s value using the following steps:

    - Enter the name of the value in Bob in the Bob value field, e.g. “Account Manager”- - Enter the name of the value in Paylocity in the field to the right of the Bob value field, e.g. “AM.” Note: in some instances, the list values may be similar/identical or they may vary greatly. To ensure that data transfers accurately, enter each value in the value mapping. - Click the + Add value button. - Repeat the above as necessary. - Click Done.Repeat the above to create different value mapping lists as needed. Click Next once you’re done editing/creating the value mapping step.

Field mapping

Begin mapping the data flow between fields and values across Bob and Paylocity in the Field mapping step. Paylocity’s fields are filled in from the details you entered in prior steps.

  1. To view all mapped fields, including non-editable ones, switch off the Editable mappings toggle. To only view the editable fields, switch the toggle on.

  2. Starting from the first row, select one of the following options from the Mapped with column that will best relay the data to the specified Paylocity’s field:

    - Const: a constant value used by your Paylocity settings, e.g. a company code, that will be the same value in every employee’s mapped field in Paylocity - Exact: a field in your Paylocity settings that are an exact match with a Bob field, e.g. Paylocity’s “Location” field is the exact match with Bob’s “Site” field - Value mapping: a value mapping list that has been mapped in the previous value mapping step that best matches the field, e.g. “Job Title” value mapping list
  3. Under the Source column, select the Bob field or value that best corresponds with the external payroll’s field (specified in the same row):

    - If “Const” was selected, enter the value in the row’s Source text field - If “Exact” was selected, scroll or search for the corresponding Bob value or field, e.g. “Site”, and select it - If “Value mapping” was selected, select the value mapping list option as created from the Value mapping step, e.g. “Job title”
  4. Repeat as needed for each row

  5. Click Done

Amazing, you’ve got your Paylocity integration configured in Bob! Next, set up the pay cycle(s) associated with Paylocity.