HR to ERP
ADP Workforce Now to Unit4 integration: workers from ADP as employees in Unit4 ERP, with cost centre and manager
With an integration between ADP Workforce Now and Unit4 ERP, every worker from ADP appears in Unit4 automatically as an employee, under the right company, with cost centre from the home cost number and manager from the reports-to. After a termination in Workforce Now the integration sets the employee in Unit4 to terminated.
What the integration does
Organisations with people in the United States or Canada in ADP Workforce Now and a Unit4 administration for the group put those employees into Unit4 by hand for time, projects and expenses. A new cost centre or manager in ADP often only reaches Unit4 after finance asks.
- Workforce Now reports a hire, change or termination with an event; KoppelHet fetches the worker.
- KoppelHet looks up the manager through the position in the reports-to and translates the home cost number into a Unit4 cost centre.
- KoppelHet first has Unit4 validate the employee and then writes them, in one batch per company.
- If a workflow is active in Unit4, the change waits for approval; KoppelHet follows it and reports what gets stuck.
- After a termination KoppelHet sets the employee in Unit4 to terminated.
What to watch for with ADP Workforce Now and Unit4 ERP
- Workforce Now only creates an event when a change is made in Workforce Now itself, not when another system changes something through the API. KoppelHet therefore also compares the workers with Unit4 daily next to the events, so a change from another integration is not missed.
- The reports-to in Workforce Now points to a position, not a person. With every change KoppelHet looks up which worker holds that position and sets them as manager in Unit4. If the position is vacant, the previous manager stays and HR gets an alert.
- Unit4 accepts at most 200 employees per batch and only one company. KoppelHet groups the workers from Workforce Now per company, so a batch with people from the US and the Canadian entity is not rejected as a whole.
- A worker with several positions has one worker ID in Workforce Now and a separate position ID per position; the status follows the primary position. KoppelHet creates one employee in Unit4 with the employment of the primary position.
- Unit4 can validate a new or changed employee first without writing. KoppelHet runs that check on every run, so an unknown cost centre from Workforce Now reaches finance as an alert and not as a half-created employee in Unit4.
- If a workflow on employees is active in Unit4, Unit4 answers that the change is waiting for approval. KoppelHet tracks those changes and reports them if they are still not approved after an agreed period, so a new colleague is not left waiting unnoticed.
- Personal data such as date of birth and tax ID are masked by default in the Workforce Now API. Unit4 does not need them for this integration, so KoppelHet does not request them unmasked.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Does the payroll journal from ADP go to Unit4 too?
Not in this integration. The journal is a separate payroll to finance integration, which can be added later as an extension.
What happens on leave?
By default the employee stays active in Unit4. Whether leave gets a different status in Unit4 is agreed per customer.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- ADP Workforce Now through the Worker Management API: GET /hr/v2/workers ($top up to 100, $skip, asOfDate in MM/DD/YYYY, masked by default) and events worker.hire, worker.rehire, worker.terminate, worker.onLeave, worker.reportsTo.modify and worker.workAssignment.homeOrganizationalUnits.modify (Home Department, Home Cost Number, Business Unit).
- Unit4 ERPx through the Employees API with client ID and secret: POST/PATCH /v1/employees/validate, POST /v1/employees/batch (at most 200, one companyId), PATCH /v1/employees/batch on relatedValues and employments, DELETE /v1/employees/{personId} for the Terminate status; 202 with an active workflow.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in ADP Workforce Now | Field in Unit4 ERP | Notes |
|---|---|---|
workers/workerID/idValue | personId | Unique per ADP client |
legalName (givenName, familyName1) | nameInformation | |
Werk-e-mail | contactPoints | |
Company / payroll group | companyId | Through a table |
homeOrganizationalUnits (Home Cost Number) | relatedValues (kostenplaats) | Through a table finance maintains |
homeOrganizationalUnits (Home Department) | relatedValues (afdeling) | |
reportsTo/positionID | Leidinggevende | Position resolved to worker |
hireDate en terminationDate | employments dateFrom en dateTo |
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