ADP Workforce Now US integration

ADP WFN US is a payroll system created for US sites.

The integration allows you to sync Bob employee and payroll data directly with ADP, according to your pay cycle schedules. 

Integration Details 

Pricing

To connect the system you'll need to buy ADP's HiBob connector from the ADP marketplace.

Note: If you would like to use ADP WFN for both the US and Canada you will need to buy the connectors for each country separately.

To learn more about setting up the connector, see How to set up the HiBob connector to work with ADP WFN.

What data syncs?

The data is transferred into the following separate reports:

• New hires: people who joined your organization during the pay cycle period.
• Changes: any updates to peoples' personal, employment, or payroll information made during the pay cycle period.
• Terminations: people who permanently left your organization during the pay cycle period and need to be removed from the payroll system.
• Time off: any time off taken by employees during the pay cycle period. This includes the policy name and reason codes.

How to set up the ADP Workforce Now (WFN) API integration in Bob

When setting up the ADP WFN API integration, you’ll go through a setup wizard that will guide you.

To make this process as easy as possible, we’ve created some preset default settings which are greyed out.

Before you begin

• Note the email address used to login ADP Marketplace.
• List the field names you have set up in Bob and which fields they correlate with in ADP WFN, e.g. departments, job titles, etc.
• List any company codes (CO codes) you might have.
• Choose which fields you would like Bob to update in ADP WFN.
• Export the following validation tables from ADP WFN to import into Bob during the value mapping step:
• Job title
• Departments
• Termination Reason

How to access the setup wizard

1. From the left menu, select Settings > Integrations.
2. Select Payroll.
3. On the ADP Workforce Now API integration tile and click Connect.

The setup wizard will open with some preset settings in gray.

Step 1: Details

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

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 make sure 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 to keep them as is 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.

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:

1. Click the three-dot menu of the list you’d like to edit and select Edit.
2. From the Source in Bob dropdown, select the field from which the Bob list values are derived, e.g., “Job Title.”
3. Enter the Name of the corresponding field in ADP WFN, e.g., “Job Title.”
4. Click the import icon to override the existing value mapping list.
   This opens the Import value mapping list popup.
5. Click 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.
14. 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):

1. Click 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.
4. Scroll or search for the bob field you’d like to change to.

To edit an existing value:

1. 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.

2. To edit the payroll system’s value name: select the text in the corresponding right field and enter the new ADP WFN value name

To add a new value:

1. Scroll to the row beneath the value mapping table.
2. Enter the exact name of the value in Bob in the left text field.
3. Enter the exact name of the value in ADP WFN in the right text field.

To create a new value mapping list:

1. Click + Create new.
2. From the Source in bob dropdown, select the field from which the Bob list values are derived, e.g., “Job Title.”
3. Enter the Name of the corresponding field in ADP WFN, e.g., “Job Title.”
4. Create a mapping between a Bob value and the ADP WFN’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 ADP WFN, 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.
5. Repeat the above to create different value mapping lists as needed.
6. 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 ADP WFN.

Note: ADP WFN’s fields are already listed from the details entered in prior steps.

1. 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.
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 ADP WFN’s field.
   • Const: e.g., a company code that will be the same value in every employee’s mapped field in ADP WFN.
   • Exact: e.g., ADP WFN’s “Location” field is the exact match with bob’s “Site” field.
   • Value mapping: e.g., “Job Title” value mapping list.
   • Empty value
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.

How to set up the HiBob connector to work with ADP WFN

After setting up the ADP WFN integration configuration in Bob, you will need to connect the two systems using the instructions below.

Note: The Bob ADP integration uses SSO in order to validate the connector. For that reason, you will need to log into the ADP marketplace with a user whose email address in ADP corresponds to their work email address in Bob. If the email used to log in to ADP marketplace is different from the work email in Bob you may change the email used in ADP netsecure.

To complete the integration between ADP WFN and Bob, follow these steps:

In Bob

1. From the left menu, select Settings > Integrations.
2. Select Payroll.
3. Click Manage on the ADP Workforce Now US API integration tile.
   The ADP Workforce Now configuration screen opens.
4. Click Generate token, if you have not yet generated a token.
5. When the token appears, click Copy token and paste it into a separate document so you can use it later in the process.

In ADP WFN

1. Log in to your ADP app manager.
2. Search for HiBob connector for ADP Workforce Now, click on the header or Learn more.
3. Click Buy Now.
   The Cart screen opens.
4. Click Edit next to Hibob requires additional information.
   The Additional information popup appears.
5. In Bob ADP Subscription Token, paste the token you copied in step 4 above and click Save details.
6. Click Next.
   The Billing Details screen opens.
7. Click Next.
   The Review screen opens.
8. Check the checkbox next to I have read and agree to ADP Marketplace Terms of Service and the Terms of Service and the Terms of Service applicable to each application. 
9. Click Complete purchase.
   The Purchase screen opens with a Your order is currently processing message displayed.
10. To provide consent, choose one of these options:
    • Click Manage consent.
    • Click your email address next to Contact at the top of the screen and select My apps.
    • Click Apps Home at the top of the screen and click on the Hibob connector.
      The consent page opens.
11. Provide consent as prompted for SSO and the connector - click Allow.
12. Provide consent as prompted for the Hibob Connector for WFN - click Allow

Note: If for any reason you are not prompted to consent to both the SSO and the connector you can provide consent via the ADP Consent Manager here.

The connector will be validated on the Bob side via SSO - you will be redirected to Bob and logged in.

How to set up Time off integration with ADP WFN 

Automatically sync all your employees’ time off data from Bob to ADP WFN.

Get the most out of Bob

Mapping your Bob Time off policies with ADP WFN saves you time and reduces manual errors. Instead of manually entering the data in ADP WFN, it will be sent directly from Bob to ADP WFN.

Before you begin:

• Make sure your Time off policy types and policies are set up in Bob. To learn more, see Set up time off policies.
• Make sure your Time off policy types in Bob are aligned with the policy types in ADP.
• If any of your Time off policy types in Bob use multiple Reason codes, make sure these reason codes are aligned with the Earning codes in your ADP time off policies.
  
  
  What are Reason codes and where are they set up?

  Reason codes in Bob are a list of reasons for taking time off. Employees can be required to select a reason code when making a time off request, e.g. different types of sick days such as “hospital visit,” “Covid,” “Kids sick” etc.

  • Every ADP time off policy must have an Earning code. However, in Bob it is possible to set up a Time off policy which does not require employees to select a Reason code.
  • In Bob, Reason codes are configured when setting up the Time off policy type. They then apply to all policies using that policy type.
  • If a Bob policy uses Reason codes, make sure it is mandatory for the employee to choose a reason code when requesting time off. This is configured in the Policy settings - Step 7: Requests.

How to set up the time off sync

1. From the left menu, select Settings > Pay cycles.
2. In the ADP WFN  tile, click Manage.
   Or click + Add Pay cycle if you have not yet set up an ADP WFN pay cycle. To learn more, see Set up a pay cycle.This opens the Pay Cycles wizard
3. Step 1: Details:
   Click Next - this section is prefilled as it contains the data from setup.

   Note: The pay cycle Frequency settings defined in this step must match those in ADP WFN.

4. Step 2: Target Payroll System:

   • In What Data Syncs, the Time off checkbox will be checked by default.

   • Check additional boxes if you wish to sync other relevant data such as new hires, changes and terminations.

   • Click Next.

5. Step 3: Data Sync

   • Scroll down to the Time off Data table.

   • For each Bob policy type. select the ADP policy type that will be mapped to it.

   • In the ADP earning code column, select the corresponding earning codes for each Bob policy type.

     • If the Bob Time off policy  type uses one or more reason codes, click the Edit mapping icon to open the <Policy name> - earning code mapping popup. Then map each Bob reason code to an ADP Earning code.

       The Earning codes for that ADP policy type will automatically appear in the dropdown.
       

     • If the Bob Time off policy does not use Reason codes and the ADP Time off policy uses only one Earning code, a dropdown will appear with the ADP Earning code pre-selected.

     • If the Bob Time off policy does not use Reason codes and the ADP Time off policy uses multiple Earning codes, a dropdown will appear with the ADP Earning codes. Click Select to select the corresponding Earning code. 

6. Step 4: Sync automation - this section should be set up already. If it is not or you would like to change the automation settings, follow the process as described in Set up a pay cycle.
7. Click Done.
   
   

   How to sync Time off policies with ADP WFN 

1. From the left menu, select Payroll.
2. Click the desired Pay cycle e.g. ADP WF.
3. Click the Time Off report. This opens a table containing all employees that have requested leave within the current cycle, as well as their details. 
4. Check the boxes next to the employees whose Time off data you would like to sync from Bob to ADP WFN. 
5. Click the Sync in the top right side of the page.
6. If your sync was successful, the Pending statuses will change to Completed.
7. If an error prevented a sync a notification will appear at the top of the page and an alert icon will appear in the Alerts column.
   
   Hover over the alert icon to see details of the errors. If the error is that the reason codes are not mapped click Resolve to open the <Policy name> - earning code mapping popup.