Recruitment to HR
SmartRecruiters to ADP Workforce Now integration: ready to onboard becomes a hire in ADP
With an integration between SmartRecruiters and ADP Workforce Now, a candidate who is ready to onboard in SmartRecruiters becomes an in-progress hire or pre-hire in ADP Workforce Now, with name, start date, job title, department and pay from the offer. The ADP Marketplace lists a SmartRecruiters connector by Flexspring with fixed fields; KoppelHet builds the integration when custom fields, selection logic or the report back in SmartRecruiters are needed.
What the integration does
Organisations that recruit in SmartRecruiters and have their North American employees in ADP Workforce Now choose between the fixed fields of a ready-made connector and retyping. As soon as ADP has custom fields or the template choice depends on the job, the fixed variant no longer fits.
- The recruiter sets the onboarding status of the hired candidate to ready to onboard.
- KoppelHet fetches candidate, job and offer from SmartRecruiters.
- KoppelHet chooses the country, the template and the company code and requests the current codes from ADP.
- The hire is in ADP; KoppelHet sets the onboarding status in SmartRecruiters to successful or failed.
What to watch for with SmartRecruiters and ADP Workforce Now
- Flexspring's connector in the ADP Marketplace starts as soon as a candidate gets the Ready to Onboard status in SmartRecruiters, and delivers to Workforce Now, Workforce Now Next Generation and TotalSource. KoppelHet reacts to the same status, so recruiters do not need to work differently.
- Flexspring's turnkey variant fills 31 standard fields in ADP and supports no custom ADP fields or custom logic. With more than five custom fields or selection logic, the listing says a custom variant is needed, built by Flexspring.
- The turnkey connector also sends a tax ID. SmartRecruiters has no standard field for it, and a social security number does not belong in a recruiting system. KoppelHet can create a pre-hire in ADP, where ADP asks the new employee for that data directly.
- SmartRecruiters has an onboarding status per candidate and job. After ADP, KoppelHet sets it to ONBOARDING_SUCCESSFUL, or to ONBOARDING_FAILED if ADP rejects a field, so the recruiter sees in SmartRecruiters whether the hire has arrived.
- Workforce Now chooses mandatory fields per country through a header with US, CA or INT. The location of a SmartRecruiters job has a country, and KoppelHet derives the header from it, so a job in Toronto gets the Canadian fields.
- SmartRecruiters retries a failed notification up to ten times, until a day later, and keeps a log for thirty days. A hire already in ADP cannot be completed again. KoppelHet remembers per candidate and job whether the hire exists, so a repeated notification does nothing twice.
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
A Flexspring connector already exists. Why KoppelHet?
With standard fields only the turnkey variant is often enough. KoppelHet is there when custom fields, selection logic or the report back in SmartRecruiters are needed.
Does a social security number go through the integration?
No. With a pre-hire ADP asks the employee for it directly, so the number does not need to be in SmartRecruiters.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SmartRecruiters through a webhook subscription (ID only; HMAC-SHA256 in smartrecruiters-signature; 202 within 5 seconds; up to ten retries; GET /subscriptions/{id}/callbacks-log for 30 days) and the Customer API with OAuth 2.0 client credentials. Onboarding status through PUT /candidates/{id}/jobs/{jobId}/onboardingStatus (READY_TO_ONBOARD, ONBOARDING_SUCCESSFUL, ONBOARDING_FAILED).
- To ADP Workforce Now through the Applicant Onboard V2 API - GET /hcm/v2/applicant.onboard/meta and POST /hcm/v2/applicant.onboard, with ADP-Context-ExpressionID; for a pre-hire also the personal email address and a company code. Canonicals applicant.onboard and applicant.onboard.meta.read.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SmartRecruiters | Field in ADP Workforce Now | Notes |
|---|---|---|
firstName en lastName | givenName en familyName | |
email | Home email | Required for a pre-hire |
phoneNumber | Persoonlijk mobiel nummer | |
Startdatum (offer property) | hireDate | |
location.country (vacature) | ADP-Context-ExpressionID (US, CA of INT) | |
Vacature en locatie | onboardingTemplateCode en company code | Through a table |
department (vacature) | Home department | |
Functie van de vacature | Job title |
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