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ADP Workforce Now Integration

Setting up the ADP integration and understanding how it works

Joe Shearman avatar
Written by Joe Shearman
Updated over 9 months ago

Help Guide Sections:

The basics:

ADP Workforce Now is a payroll and HRIS system that helps companies store employee information and run payroll accurately. Integrating Planbase with ADP keeps employee information up to date in Planbase and enables customers to easily export working hours from Planbase to ADP for payroll.

Our integration with ADP will:

  • Automatically import and sync staff details from ADP to Planbase

  • Export working time to ADP for payroll

  • Syncing leave balances from ADP to Planbase

  • Sync Team and Role information from ADP to Planbase

Setup: Enabling the ADP Workforce Now integration

Step 1: Request API access from ADP

  • You will need to reach out to your ADP Representative and request to be put in contact with someone in Professional Services. Remind them that you are not building an integration, you just need their help turning on the API Access for an already built integration not on their marketplace.

  • Note:

    • We will need access to unmasked personal data, baseRemuneration, and the Get Workers call on ADP Workforce Now (see ADP API).

    • Request that they confirm your ADP Company Code and Organization name.

Template Email:

Subject: API Access Credentials Request

Dear [ADP Representative's Name],

I am reaching out to request assistance in enabling API access for an existing integration, which is not listed on your marketplace.

Access Requirements:

  1. Unmasked personal data and baseRemuneration for access to pay rates.

  2. Access to the 'Get Workers' call on ADP Workforce Now.

Could you please connect me with someone from Professional Services or the relevant department that handles API issues? Additionally, can you confirm our ADP Company Code and Organization name?

This information is required to generate a Certificate and RSA Private Key.

Best regards,

[Your Name]

Step 2: Planbase generates Certificate and RSA Private Key to be sent to ADP

  • Upon receiving your Company Code / Organization name, contact Planbase to generate a Certificate and RSA Private Key in PEM format.

  • Once generated you will have two options to send it back to ADP

Option 1: Send via email to the

  • Send it back to your representative in Professional Services in order for them to provide a Client ID and Client Secrets

Template Email:

Subject: Request for Client ID and Client Secrets

Hi [Professional Services Representative's Name],

I have generated the company-name.key and company-name.csr files. Please find them attached.

Additionally, I need to ensure that the following fields are accessible via the API:

  • "Given_Name"

  • "Family_Name1"

  • "birthDate"

  • "businessCommunication", "landlines"

  • "businessCommunication", "mobiles"

  • "Communication", "landlines"

  • "Communication", "mobiles"

  • "businessCommunication", "emails"

  • "Communication", "emails"

  • "workerStatus", "statusCode", "codeValue"

  • "workAssignments"

  • "WorkerDates"

Can you please provide a ClientID and Client Secrets?

Best regards,

[Your Name]

Attachments:
​company-name.key

company-name.csr

Option 2: Upload to cert-manager:

  • Enter the following details

    • Technical contact email: your email.

    • Group DL email: [email protected].

    • ADP client ID: characters to the right of the @ symbol in the customer's ADP Workforce Now login name.

Step 3: Approval and Certificate Reception:

  • ADP typically approves within 48 hours and sends files via email.

  • Combine the received certificates with your private key in the following format

-----BEGIN CERTIFICATE-----
(this gets emailed to you from ADP)
-----END CERTIFICATE-----
-----BEGIN CERTIFICATE-----
(this gets emailed to you from ADP)
-----END CERTIFICATE-----
-----BEGIN RSA PRIVATE KEY-----
(this is the key you generated)
-----END RSA PRIVATE KEY-----

Step 4: Set up the Integration in Planbase

  • Once you have received your Client ID and Client Secrets you can now set up the integration in Planbase

⚠️ Your Client ID and Client Secrets are confidential. Please ensure they are not shared with untrusted parties.

  • Navigate to the Integration page under Settings > select Connect under ADP Workforce Now

  • Enter your Company Code, typically a three-letter code in all caps (e.g., PRE), along with your Client ID, Client Secret, and the certificates and private key.

  • Your ADP data will now sync into Planbase. The sync may take up to 1 hour to complete initially

  • You have now finished the integration setup

Importing and syncing people

  • Planbase syncs with ADP hourly and imports employee with the below fields.

    • Name

    • PayrollFileNumber (Payroll ID)

    • Email

    • Hourly Rate

    • Phone

    • Date of Birth

    • Start Date

    • Termination Date

    • Active Status

    • Home Location

    • Primary Job

  • If any of these fields change in ADP, they will be updated in Planbase during the next hourly sync.

Syncing teams & roles

  • To sync team and role from ADP Workforce Now into Planbase, the External ID in Planbase must exactly match the code in ADP.

  • Once matched, users will be assigned to a Team and Role in Planbase corresponding to their assignment in ADP Workforce Now.

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