Recruitment to HR
Teamtailor to ADP Workforce Now integration: hired candidates as in-progress hires
With an integration between Teamtailor and ADP Workforce Now, a candidate who moves to the hire stage in Teamtailor arrives in ADP as an in-progress hire, with name, email, phone, start date, onboarding template and payroll group. KoppelHet picks the onboarding template per job, and HR sees in the KoppelHet platform which hire did not arrive in ADP.
What the integration does
Organisations with US or Canadian employees in ADP Workforce Now that recruit in Teamtailor still retype every hire into ADP's Hire wizard. Hire date, address and pay group are in Teamtailor, but do not reach ADP by themselves.
- The recruiter moves the candidate in Teamtailor to the hire stage.
- KoppelHet sends the data to ADP with the job's onboarding template and payroll group.
- ADP places the candidate under Hire/Rehire, New Hire, In-progress Hires.
- HR completes the hire in ADP with the template's steps.
- HR sees in the KoppelHet platform which hire did not arrive in ADP.
What to watch for with Teamtailor and ADP Workforce Now
- A hire goes into ADP with one onboarding template and one payroll group. KoppelHet picks them per job, so a job in another state can get its own template.
- Pay fields such as pay-cycle, standard-hours, job-code and pay-grade can be custom fields on the candidate or on the job in Teamtailor. KoppelHet takes the candidate's value first and otherwise the job's, so a pay grade for a whole job is filled in once.
- ADP only accepts gender as M, F, Male or Female and a state only as a two-letter code. A free text field in Teamtailor therefore makes the hire fail; we set those fields up as picklists.
- KoppelHet only needs an API key with read rights in Teamtailor. Only a Teamtailor administrator can create that key.
- For an in-progress hire ADP requires five fields: payroll group, first name, last name, onboarding template and hireDate. Teamtailor has no standard field for the hire date, so hireDate comes from a custom field that must be filled for every hire.
- A custom onboarding template in ADP gets a new code after every change. KoppelHet therefore requests the valid template codes from ADP's meta API before a hire from Teamtailor is submitted, so a changed template does not make the hire fail.
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 new employee active in ADP straight away?
No. The candidate is ready as an in-progress hire; HR completes the hire with the onboarding template.
Does this work for Dutch employees?
ADP Workforce Now is for the United States and Canada. Dutch hires go to a Dutch payroll; that is a separate integration.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- KoppelHet reads Teamtailor through a company webhook job_application.update (on a stage_id change; HMAC SHA-256 signature in the TT-Signature header; Teamtailor does not retry failed deliveries) and the Teamtailor API for candidate, job and custom fields. To ADP through the Workforce Now Applicant Onboard V2 API, which creates an in-progress hire.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Teamtailor | Field in ADP Workforce Now | Notes |
|---|---|---|
first-name en last-name | givenName en familyName | |
email | personalEmail | |
phone | personalPhone | |
Custom field hire-date | hireDate | Required |
Custom fields birth-date, gender en adres | Persoonsgegevens in ADP | Gender as M, F, Male or Female; state as two-letter code |
Custom fields pay-cycle, standard-hours, job-code, worker-type, pay-grade | Dezelfde velden in ADP | |
Vacature | onboardingTemplateCode en payrollGroupCode | Through a table per job |
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