Recruitment to HR
Recruitee to ADP Workforce Now integration: hired candidates as an in-progress hire
With an integration between Recruitee and ADP Workforce Now, a candidate hired in Recruitee automatically appears as an in-progress hire in Workforce Now, with name, start date, template and payroll group. The HR practitioner completes the hire in ADP and does not need to retype the data from Recruitee.
What the integration does
Organisations that recruit in Recruitee and keep their US or Canadian employees in ADP Workforce Now enter every hire into ADP's New Hire wizard by hand. Recruiters in the Netherlands and HR in North America email data back and forth for it, and a start date easily goes wrong.
- The recruiter marks the candidate as hired in Recruitee.
- KoppelHet checks that the notice comes from Recruitee and fetches the candidate and the offer.
- KoppelHet asks ADP which templates and mandatory fields currently apply and picks the template that belongs to the job.
- The candidate appears as an in-progress hire in Workforce Now, under Process, HR, Hire/Rehire.
- HR adds in ADP what Recruitee does not know, such as tax details, and completes the hire.
What to watch for with Recruitee and ADP Workforce Now
- ADP Workforce Now takes in a candidate as an in-progress hire. That requires name, start date, an onboarding template and a payroll group; HR completes the rest in ADP's wizard.
- Every change to a custom template in ADP gives that template a new code. KoppelHet therefore requests the codes again for every hire, so an updated template does not stop the integration.
- Custom fields in ADP are not supported by this API. If your HR adds extra fields to the wizard in ADP, HR fills them in; Recruitee profile fields cannot be sent there.
- Who sees the hire in ADP depends on a permission in Workforce Now security. Without it an HR user only sees hires they entered themselves, so a hire from the integration seems to be missing.
- For a pre-hire, where ADP asks the new employee for data directly, ADP also wants the home email address and a company code. Recruitee already has the private address; KoppelHet derives the company code from the job.
- Workforce Now picks fields per country, based on a header with US, CA or INT. Recruitee jobs in Canada therefore get different mandatory fields than US jobs, and KoppelHet sends the country with every hire.
- A hire that is already in progress in ADP cannot be completed again through the same call. If a recruiter marks a candidate as hired twice, KoppelHet does not create a second hire but reports the case.
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
Is the employee active in ADP right after the integration?
No, as an in-progress hire. HR completes the hire in ADP, with the data only ADP asks for.
Does this work for Dutch employees too?
Workforce Now is mainly for the US and Canada. Dutch hires usually go to a Dutch payroll; that is a separate integration.
Can we use a different template per job?
Yes. KoppelHet picks the template based on the job or location, from the templates ADP returns at that moment.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Recruitee is read through the signed candidate_moved webhook to a stage with the hire category (X-Recruitee-Signature header) and the ATS API for candidate, offer and profile fields.
- To ADP Workforce Now through the Applicant Onboard V2 API, POST /hcm/v2/applicant.onboard, after GET /hcm/v2/applicant.onboard/meta for template codes and mandatory fields. Header ADP-Context-ExpressionID with country=US, CA or INT; for international templates countryCode instead of payrollGroupCode.
- Access through a registered integration with the applicant.onboard and applicant.onboard.meta.read canonicals in the Consumer Application Registry.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Recruitee | Field in ADP Workforce Now | Notes |
|---|---|---|
name | birthName/givenName en birthName/familyName | We split the single Recruitee name field |
emails[0] | Home email | The candidate's private address |
phones[0] | Persoonlijk mobiel nummer | |
Startdatum (profielveld) | hireDate | |
Vacature of plaatsingslocatie | onboardingTemplateCode | Code from ADP's meta, not fixed in the integration |
Vacature (offer) | payrollGroupCode of company code | Agreed per job or country |
Functie (profielveld) | Job title |
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