Integration with Paylocity

Paylocity is a time-keeping and a payroll processing system.  Due to the preferences and workflow of some agencies, Paylocity is used as the system of record for all of their staff data.  In such a scenario, all staff data is added, updated or deleted in this system and then copied to other systems that the agency is using.

iCM integrates with Paylocity and automatically fetches any changes or updates made to the staff profile data.  This is done in a one-way data traffic from Paylocity to iCM.

Here's the overview of the process:

  1. When a new staff is added or an existing one is updated in Paylocity, a web-hook is triggered for iCM.  The web-hook notifies iCM that some kind of change has occurred in Paylocity
  2. iCM then calls the relevant APIs and fetches the latest updates from Paylocity

Note:  iCM updates and adds new staff members using the staff ID field from Paylocity.  

It uses the staff ID from Paylocity in the following manner:

  1. If a staff ID is found in iCM then it is considered an existing user and thus the incoming data is used to update the existing data in iCM
  2. If a staff ID is not found, then it is considered as a new staff which is then added to the system

You must complete the following steps to integrate the two system:

  1. Login to iCM as System Admin
  2. Go to Admin Tools → iCM Settings → External System Integration
  3. Click on Add and then pick Paylocity from the drop down
  4. Fill in all the fields by getting this information from Paylocity
  5. Save

The above steps will configure your account in iCM to work directly with your account in Paylocity. 

Next, you have to set some default values for all new data.  To do that, follow these steps:

  1. Go to the Staff module
  2. Click on the blue Import Staff button
  3. Click on the gear icon on the right side of the screen (see below)
  4. Select the Default Role for all newly added staff members
  5. Save

Once you are done, any change in Paylocity will appear in iCM within a few seconds to about a few minutes.

List of fields updated from Paylocity

Here's the list of fields that are brought over from Paylocity to iCM:

  • First Name
  • Last Name
  • Middle Name
  • Gender
  • Employee ID
  • Birthdate
  • Date of Hire
  • Social Security Number
  • Job Title
  • Email
  • Address 1
  • Adress 2
  • City
  • State
  • Zip
  • Mobile Phone
  • Home Phone
  • Home Phone Extension
  • Work Phone
  • Work Phone Extension
  • Emergency Contact Mobile Phone
  • Emergency Contact First Name
  • Emergency Contact Last Name
  • Emergency Contact Relationship

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