Easily send your payroll data from Bob to Paylocity via Bob's connector, found in the Integrations area. Integrating Bob with Paylocity's payroll system ensures your people data is always up to date and ready for your next pay cycle.
|Detail||How it works|
|Integration type||One-way via API|
|Direction of data flow||Bob to partner app|
|Sync trigger||Manual sync|
|Support information||Contact Paylocity support|
What data syncs?
The data is transferred into the following separate reports:
- New hires: people who joined your organization.
- Changes: updates to personal, employment, or payroll information.
- Terminations: people who are permanently leaving your organization and need to be removed from the payroll system.
|Bob field||Paylocity field||New hires||Changes||Terminations||Field logic or notes|
|Effective Date||Effective date||✔️|
|Employee Status||Employee Status||✔️||✔️||✔️|
|Middle Name||Middle Name||✔️||✔️|
|Gender||Gender||✔️||✔️||Requires value mapping|
|Marital status||MaritalStatus||✔️||✔️||Requires value mapping|
|Start Date||Hire Date||✔️|
|Address Line 1||Address1||✔️||✔️|
|Address line 2||Address2||✔️||✔️|
|Personal Mobile||personal Mobile||✔️||✔️|
|Home Phone||Personal Phone||✔️||✔️|
|Department||Home department||✔️||✔️||Requires value mapping|
|Employment type||Employment type||✔️||✔️|
|Pay type||Salary Pay Period||✔️||✔️|
|Salary Pay Type||AutoPayType||✔️||✔️|
|Default hours||Working hours||✔️||✔️|
|Custom field||Tax Form||✔️||Requires creation of a custom field in Bob. Should either be a text field OR a list in Bob. You can pass W2, 1099M, 1099R the default is W.|
|State||Primary State Tax||✔️||✔️|
|Marital Status||State Tax filling status||✔️||✔️||Requires value mapping|
|Termination Date||Termination Date||✔️|
|Termination Reason||Termination Reason||✔️||Requires value mapping|
Setting up Paylocity integration in Bob
Before you begin
- To ensure a smooth integration, you will need to obtain the following from Paylocity:
- Company ID
- Client ID
- Public Key
- Client Secret
- You’ll also need to complete two forms received from Paylocity: a PADE-API form and a Request access form.
Note: The forms are regularly updated, so if you see new or additional fields or the forms do not match exactly, fill them out accordingly.
How to fill out the PADE-API form
- Fill in Client Information, which includes personal details.
- Fill in Vendor/ Insurance Provider Information:
- Vendor/ Insurance Provider Name: HiBob
- Plan ID(s)/Policy Number(s): leave empty
- Contact Name: HiBob Payroll
- Effective Date: the date of filling up the form
- Contact Email: firstname.lastname@example.org
- Contact Phone: leave empty
- The TPA and Broker info sections should not be filled.
- Signature details should be filled and signed by an authorized signer on the client side.
How to fill out the Request access form
Make sure to check the following fields:
- EMPLOYEE LOCAL TAXES - Update local taxes
- EMPLOYEE - New hire
- EMPLOYEE - Employee updates
- EMPLOYEE - Get Employee
How to access the setup wizard
- From the left menu, select Settings > Integrations.
- Select Payroll.
- On the Paylocity integration tile, click Connect.
- Click Setup.
The setup wizard will open with some preset settings in gray
Step 1: Details
- Name: Preset as Paylocity.
- Transfer type: (Preset as API).
- In Paylocity settings, select Single company or Multiple companies.
- Enter the Company ID you received from Paylocity.
- To add additional companies, click + Add company and enter the Company ID and Company name.
- Enter the Client Secret you received from Paylocity.
- Enter the Public key that you received from Paylocity.
- Click Next.
Step 2: Fields
This step has already been preset, so click Next to continue.
Step 3: Value Mapping
Map Bob values to the corresponding payroll codes to ensure employee information is well translated.
You can map the values using one or both of the following methods:
- Via an imported value mapping list.
- Directly in Bob’s interface.
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 keeping them as they were set up to allow for a seamless integration. That said, we have included the instructions on how to do so in case you wish to reconfigure this part.
How to map values 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 exported from Paylocity (Job title, Departments, and Termination reason) to Bob.
- In the Value mapping step, you may edit any of the pre-set value mapping lists and/or create additional ones:
- If you edit an existing value mapping list using an imported one, it will override the original value mapping list’s data.
How to edit a pre-set value mapping list (e.g., add new job titles to the mapping list) via an imported value mapping list:
- Click the three-dot menu of the list you’d like to edit and select Edit.
- From the Source in Bob dropdown, select the field from which the Bob list values are derived, e.g., “Job Title.”
- Enter the Name of the corresponding field in Paylocity, e.g., “Job Title.”
- Click the import icon to override the existing value mapping list.
This opens the Import value mapping list popup.
- Click Select template to open a Bob values list template dropdown.
- Scroll or search for the Bob value list (derived from a Bob field) you wish to use and select it.
- Click Download.
- Enter the value mapping list according to the instructions in the Excel sheet and save the document as an xlsx file.
- Go back to the value mapping list and click the import icon.
- Click on the Upload xlsx button.
- Search for your file and click to select it.
- Click Open.
- Click on Run import to begin importing your document to Bob.
- Review the value mapping list’s data for accuracy.
How to map values via Bob
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):
- Click the three-dot menu of the list you’d like to edit.
- Select Edit.
- 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 to.
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: Make sure to 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.
To add a new value:
- Scroll to the row beneath the value mapping table.
- 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.
To create a new value mapping list:
- Click + Create new.
- From the Source in bob dropdown, select the field from which the Bob list values are derived, e.g., “Job Title.”
- Enter the Name of the corresponding field in Paylocity, e.g., “Job Title.”
- Create a mapping between a Bob value and Paylocity’s value using the following steps:
- In the Bob value field, enter the name of the value in Bob, e.g., “Account Manager.”
- In the field to the right of the Bob value field, enter the name of the value in Paylocity, e.g., “AM.”
Note: In some instances, the list values may be similar or identical, while in other instances, they may vary greatly. To ensure that data transfers accurately, enter each value in the value mapping.
- Click + Add value.
- Repeat as necessary.
- Click Done.
- Repeat the above to create different value mapping lists as needed.
- Click Next once you’re done with the value mapping step.
Step 4: Field Mapping
Begin mapping the data flow between fields and values across Bob and Paylocity.
Note: Paylocity’s fields are already listed from the details entered in prior steps.
- To view all mapped fields, including non-editable ones, switch off the Editable mappings toggle. To view only the editable fields, switch the toggle on.
- 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 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 mapped in the previous value mapping step that best matches the field, e.g., the “Job Title” value mapping list.
- Empty value: a blank value if the field needs to transfer an empty value to the payroll system each time the data transfers.
- 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.”
- Repeat as needed for each row.
- Click Done.