Payroll integration
HiBob to Paylocity integration: new US employees from Bob staged in Web Link
With an integration between HiBob and Paylocity, a new employee of a US entity in Bob is staged in Paylocity Web Link, under that entity's Company ID. The Paylocity administrator completes the record there, and KoppelHet uses the tracking number to follow whether that has happened.
What the integration does
Organisations with HR in HiBob and a US entity paid through Paylocity manage employees in Bob and pass on what changed every pay cycle. Without an integration the US payroll administrator types new hires, pay raises and days off into Paylocity again.
- HR records a new employee in a US entity in Bob.
- KoppelHet reads the employee through HiBob's People API.
- KoppelHet stages the record in Web Link, under that entity's Company ID.
- The Paylocity administrator completes the record; KoppelHet follows that with the tracking number.
What to watch for with HiBob and Paylocity
- Paylocity gives each payroll entity its own Company ID, and entities with different EINs can sit together in a company set. Paylocity APIs do not accept a company set as a key, so KoppelHet links each US entity in Bob to one Company ID.
- For a new hire who is not yet complete in Bob, Paylocity has an endpoint that stages the record incomplete in Web Link, where the administrator finishes it. KoppelHet uses that endpoint and keeps the tracking number to see whether the record has been completed.
- An employee ID in Bob is a long string of digits, while the employeeId in Paylocity may be at most ten characters. If the field is left empty, Web Pay assigns the next free number. KoppelHet therefore sends it empty and then records which Bob ID belongs to which Paylocity number.
- Bob's salary table holds an amount with a payPeriod (Annual, Hourly, Daily, Weekly or Monthly) and a payFrequency. Paylocity only knows the pay types Hourly and Salary, and for Salary the amount is the gross pay per pay period. KoppelHet divides an annual salary by the number of periods of the payFrequency; a daily rate goes to payroll as a notification.
- A Paylocity company that is still in its implementation phase cannot hire an employee with a future start date. HR often sets up a US starter in Bob weeks in advance. While implementation is running, KoppelHet waits with staging until the start date.
- The job title field in Bob's work table contains the ID of an entry in the job title list, not the text. Paylocity wants text of at most fifty characters in jobTitle. KoppelHet requests the readable value with Bob's humanReadable option.
- The manager is stored in Bob in the reportsTo field, and Paylocity expects the manager's Paylocity number in supervisorEmployeeId. KoppelHet looks that number up in its own table. If the manager is not in Paylocity yet, the field stays empty and the administrator sees it when completing the record.
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
We have several US entities. Does that work?
Yes. In Paylocity each entity has its own Company ID, and KoppelHet links each US entity in Bob to one Company ID.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- KoppelHet writes to Paylocity with POST /v2/weblinkstaging/companies/{companyId}/employees/newemployees (Employee Staging, 201 response with trackingNumber), with one Company ID per payroll entity. HiBob is read through the People API with a service user.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in Paylocity | Notes |
|---|---|---|
Amerikaanse entiteit in Bob | companyId (Paylocity Company ID) | One ID per payroll entity, at most nine characters |
Nieuwe medewerker in Bob | Staged employee in Web Link, antwoord met trackingNumber | |
root.id | employeeId leeg laten | Paylocity assigns the number; KoppelHet stores both IDs |
root.firstName, root.surname | firstName, lastName | At most 40 characters per field |
work.startDate | status.hireDate | |
work.title (leesbare waarde) | departmentPosition.jobTitle | Bob returns the list item ID by default; at most 50 characters |
work.reportsTo.id | departmentPosition.supervisorEmployeeId | Translated to the manager's Paylocity number |
Salaristabel (base, payPeriod, payFrequency) | primaryPayRate (payType, baseRate of salary, payFrequency) | Hourly or Salary; salary is the amount per pay period |
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