Payroll integration
BambooHR to Paylocity integration: US starters from BambooHR staged in Paylocity Web Link
An integration between BambooHR and Paylocity stages a new US employee from BambooHR in Paylocity Web Link, with employee number, SSN, start date, department and pay, at the right Company ID. BambooHR and Paylocity have no integration of their own; Flexspring offers one in the BambooHR Marketplace, and KoppelHet builds it when that does not fit.
What the integration does
Organisations that use BambooHR for HR and process US payroll in Paylocity retype every US starter in Paylocity. Employee numbers then drift apart, and a pay type such as pro rata or commission from BambooHR does not fit Paylocity's choice.
- HR records a new employee with a US location in BambooHR.
- KoppelHet receives the signed webhook and fetches the fields, with the rights of a separate BambooHR user.
- KoppelHet picks the Company ID for the location or division and stages the employee in Web Link.
- The Paylocity administrator completes the record with tax details and bank account.
- Error messages from Paylocity go on a list for HR, per field.
What to watch for with BambooHR and Paylocity
- BambooHR and Paylocity have no integration of their own with each other. Flexspring is listed in the BambooHR Marketplace with integrations to Paylocity among others; in Flexspring's example the employee number is the key, which must be equal in both systems. KoppelHet only builds when that route does not fit, for example with custom field logic.
- In BambooHR employeeNumber is a free text field, while the employeeId in Paylocity may have at most ten characters. KoppelHet checks the length before staging. KoppelHet leaves a number that is too long empty so Paylocity assigns one, and the integration records the relation.
- BambooHR has pay types such as hourly, salary, commission, pro rata and piece rate, with an amount per Hour, Day, Week, Month or Year. Paylocity only wants Hourly or Salary in primaryPayRate. KoppelHet translates hourly and salary and converts a salary to an annual amount; other pay types go on a list for payroll.
- Paylocity takes a new hire through the API as a staged record in Web Link, which an administrator completes. A company in the implementation phase cannot accept a future start date yet. In BambooHR a hireDate is often weeks ahead; in that phase KoppelHet waits until the start date.
- Each payroll entity has its own Company ID of at most nine characters in Paylocity. BambooHR has no field for the legal employer; organisations use location or division for that. KoppelHet records the Company ID per value and does not stage an employee without a known value.
- A bank account through the staging API replaces all direct deposit details in Paylocity, and BambooHR has no standard field for a bank account. KoppelHet therefore sends no bank details; the employee fills them in during onboarding in Paylocity.
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
Do pay changes go across too?
Not in the first version. Those can follow later as an extension.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- BambooHR through signed webhooks (X-BambooHR-Signature) and the employees API with employeeNumber, ssn, hireDate, location, division, department, payType, payRate and paidPer, with an API key of a separate user.
- Paylocity with OAuth 2.0 client credentials (scope WebLinkAPI): POST /v2/weblinkstaging/companies/{companyId}/employees/newemployees; 201 with trackingNumber, errors with field, message and path.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in BambooHR | Field in Paylocity | Notes |
|---|---|---|
location of division | companyId | One Company ID per payroll entity |
employeeNumber | employeeId | At most ten characters |
firstName, lastName, ssn, dateOfBirth | firstName, lastName, ssn, birthDate | |
hireDate | status.hireDate | |
department | departmentPosition | |
payType, payRate, paidPer | primaryPayRate (Hourly of Salary) | Lookup table; commission and piece rate to a list |
address1, city, state, zipcode | homeAddress |
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