Recruitment to HR
Carerix to ADP Workforce Now integration: placement in North America as an in-progress hire
With an integration between Carerix and ADP Workforce Now, a successful placement in Carerix for a US, Canadian or international ADP employer becomes an in-progress hire in Workforce Now, with name, email, mobile number and start date. KoppelHet picks the ADP country and the template per placement, and leaves tax number and bank account with HR in ADP.
What the integration does
Organisations that also recruit in Carerix for jobs in the United States or Canada, with payroll for them in ADP Workforce Now, email every placement to HR on the other side of the ocean. HR enters the new colleague by hand in the New Hire wizard.
- The recruiter sets the match to a status for a successful placement.
- Every quarter of an hour KoppelHet retrieves the changed matches and keeps only vacancies for an ADP employer.
- The ADP country (US, CA or INT) and the payroll group or country follow from the vacancy's entity.
- KoppelHet retrieves the valid templates and creates the in-progress hire.
- HR adds tax number, bank account and emergency contact in ADP and completes the hire.
What to watch for with Carerix and ADP Workforce Now
- Workforce Now picks a hire's fields per country, with the value US, CA or INT in a header. For an international template ADP asks for a country code instead of a payroll group. KoppelHet determines both from the legal entity on the Carerix vacancy.
- Carerix stores the name prefix separately from the last name, ADP has a given name and a family name. KoppelHet puts the prefix before the last name in the family name, so a name such as van Dijk in ADP matches the passport.
- Carerix has a field for the Dutch social security number, but a Dutch BSN is not a US or Canadian tax number. KoppelHet never sends it. HR records the right number in ADP or the status applied for; ADP does not allow both in one call.
- ADP's call for new hires does not support bank details or emergency contacts; ADP has separate APIs for those. The IBAN from Carerix therefore does not come along, and it would not fit a US account anyway.
- An outdated template code gives an error in ADP, and a template gets a new code after a change. KoppelHet requests the valid templates before every placement, so an updated template in ADP does not stop the integration.
- Carerix does not report a status change by itself. Every quarter of an hour KoppelHet retrieves the matches whose status changed since the previous round, and keeps only vacancies whose entity is an ADP employer; Dutch placements stay out.
- For Canadian employers ADP's call does not support tax sections; ADP then fills in the default province from the company settings. HR checks the province for a placement outside that province.
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 Carerix have an integration with ADP?
We did not find one in the public documentation of Carerix or ADP. KoppelHet builds on the APIs of both.
Is the employee active in ADP after the integration?
No, as an in-progress hire. HR completes the hire in Workforce Now.
Does the salary of the match come along?
Not in the first version. HR records pay in ADP; sending it can be added 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.
- Carerix through the GraphQL API (https://api.carerix.io/graphql/v1/graphql), confidential client with client credentials. crMatchPage with a qualifier on statusInfoModificationDate and statusInfo.isSuccessfullyFilled; CRMatch _id and jobStartDate; CREmployee firstName, lastNamePrefix, lastName, emailAddress and mobileNumber; CRVacancy toLegalEntity.
- ADP Workforce Now through GET /hcm/v2/applicant.onboard/meta and POST /hcm/v2/applicant.onboard with header ADP-Context-ExpressionID country=US, CA or INT. Required - birthName/givenName, birthName/familyName, onboardingTemplateCode, hireDate and payrollGroupCode, or countryCode for INT. Integration registered with the applicant.onboard and applicant.onboard.meta.read canonicals.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Carerix | Field in ADP Workforce Now | Notes |
|---|---|---|
CREmployee firstName | birthName/givenName | |
CREmployee lastNamePrefix en lastName | birthName/familyName | Name prefix before the last name |
CREmployee emailAddress | Home email | |
CREmployee mobileNumber | Persoonlijk mobiel nummer | |
CRMatch jobStartDate | hireDate | |
CRVacancy toLegalEntity | ADP-Context-ExpressionID en payrollGroupCode of countryCode | Lookup table per Carerix entity |
CRVacancy (functie of entiteit) | onboardingTemplateCode | Chosen from ADP's meta |
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