CareerPlug - ADP Workforce Now integration FAQs
What does it do?
This integration allows clients to export new hire information from CareerPlug into the ADP Workforce Now payroll provider - Worker Hire or Applicant Onboard.
What are the benefits?
Can I use it?
Yes, if you use CareerPlug's Onboarding system and have ADP Workforce Now as your payroll provider.
How much does it cost?
ADP collects a fee to enable the integration through their marketplace. This fee is based on the number of employees in your organization. Current pricing can be viewed on the CareerPlug app on the ADP marketplace.
Ready to enable the integration? Follow the steps below.
To enable this integration, the first step is letting CareerPlug know which version of ADP Workforce Now you will be using. (Click the 'Contact' link above to fill out a web form). You may only use one. Here are the two options:
Step 1: Let us know which version of the integration to enable
*Note: When you use Applicant Onboard, you must create a custom template in ADP labeled "Applicant Onboard." If you already use many custom templates, you can copy one and name it "Applicant Onboard" to be used with the CareerPlug integration (you may only use one custom template with the CareerPlug integration). Here's how to create the Applicant Onboard template in ADP.
When we have enabled the integration, you will see new ADP custom fields appear on the Settings Page of Onboarding on your CareerPlug account.
Once you have the integration enabled on CareerPlug, you must add the CareerPlug app in the ADP marketplace. To do so, follow these steps:
Step 2: Subscribe to the CareerPlug app in the ADP Marketplace
1. Locate the CareerPlug - ADP Key in CareerPlug (on the Settings page on Onboarding). Copy this key, as you will need it for the next step.
2. Navigate to the ADP marketplace (https://apps.adp.com/home) and search for CareerPlug or simply visit this link and buy the CareerPlug app. Click the Buy Now button.
3. After you buy the CareerPlug app in the ADP marketplace, you’ll come to a page that is called ‘Product Settings.’ Here, paste in the CareerPlug ADP key that you copied. This will match your CareerPlug account with the CareerPlug ADP app.
Once you are subscribed to the CareerPlug app with the key in place, you need to give consent to transfer data. To do so, go to My Apps in ADP, click the CareerPlug app, and you will be prompted to consent.
Step 3: Consent to transfer data
You can also consent by navigating directly to https://adpapps.adp.com/consent-manager/. Click on the blue Manage icon to the right of the CareerPlug app. Then choose Allow for data consent authorization.
Decide whether there are unnecessary Employee Custom Fields that you can delete, or if there are certain fields that should not be required. In CareerPlug, you'll delete and edit field settings. You can also change the names of the ADP fields so they are clearer to users of the system, and you can also add instructions should you need. For more help with this step, click here: Editing ADP Employee Custom Fields in CareerPlug.
Step 4: Edit and sync your ADP fields
However, if you want to make any changes to the drop-down response options for the employee fields that are exported to ADP, you'll change those in ADP. When you're finished making your changes in ADP, click the Import Field Values From ADP button on your Onboarding Settings page of CareerPlug to see your changes reflected in CareerPlug.
After you sync these fields for the first time, CareerPlug will keep them up-to-date and sync them once every 6 hours. If you make changes in ADP and want to see these changes reflected immediately in CareerPlug, manually click the Import Field Values From ADP button at any time.
Note: If you click the Import Field Values From ADP button and get an error, you likely need to consent to transfer data. See step 3, above.
When the ADP Workforce Now integration is enabled, you’ll notice that a new Onboarding form is automatically created on your account. It is called ‘Employee Information for ADP - Workforce Now.’ This form is added so you can route the employee/position information needed by ADP for an export to the appropriate party to complete. This information is then funneled back to the employee’s ADP tab on their employee record in CareerPlug. This offloads much of the responsibility of a manager to complete all of the fields.
Step 5: Create an employee record type form on Onboarding
Before you use the ‘Employee Information for ADP - Workforce Now’ form, click the Edit link next to it. View the fields that are selected, and uncheck any that the manager should fill out rather than the employee. When you are finished editing, save the form and add it to an employee checklist so it can be assigned to new hires.
You may wish to create another employee record form, but this one for the employee’s manager to complete. There are certain ADP fields that may not be appropriate for an employee to complete but should be instead filled out by a manager (e.g., Pay Cycle Code, Worker Type, etc). When you make an employee record type form, specify that the manager is responsible for those fields, and check off which fields a manager should fill out. Next, you’ll need to create a Manager Checklist (if you do not already have one), and add this new form to that checklist. The employee should be assigned the Manager checklist, and their manager will be responsible for completing the form.
Learn more: How do I create an employee record type form?
After the integration is enabled, employees will have multiple fields on their CareerPlug records that will map to ADP fields.
Step 6: Export an employee to ADP
You might create a test employee and fill out their ADP fields. Find that employee that you wish to export in Onboarding. Click their name, then click their ADP tab. Fill out their ADP fields, then click the Export to ADP button at the bottom of the page.
Next, log into ADP Workforce Now. That employee will now appear in ADP - either in the 'In Progress Hires' area or the 'Hire History' area - depending on which version of the integration you asked us to install. (Applicant Onboard - the employee will appear in 'In Progress Hires'; Worker Hire - the employee will appear in 'Hire History'.)
You can view the exported employees in the ADP by logging into ADP as an administrator and navigating to Process > Hire/Rehire.
Tip for success
Once you have exported an employee from CareerPlug to ADP, please edit them in ADP. Changes you make in CareerPlug after exporting an employee will not be reflected in ADP.