Recruitment to HR
Workable to ADP Workforce Now integration: from the Hired stage to an in-progress hire per ADP company
With an integration between Workable and ADP Workforce Now, a candidate in the Workable Hired stage appears as an in-progress hire in Workforce Now, with name, email, phone, job title and start date. KoppelHet puts every hire at the right ADP company, payroll group and template, also when the US and Canada each have their own company.
What the integration does
Organisations that recruit in Workable and keep their US or Canadian staff in ADP Workforce Now enter hires into ADP by hand. If the US and Canada each have their own company or payroll group, HR picks the right place for every hire.
- The recruiter moves the candidate to the Hired stage in Workable.
- KoppelHet fetches candidate, job and offer and checks that the offer has been accepted.
- Country, company and payroll group in ADP follow from the job's legal entity.
- KoppelHet requests the valid templates from ADP and prepares the in-progress hire.
- HR adds tax details and bank account in ADP and completes the hire.
What to watch for with Workable and ADP Workforce Now
- An organisation with a separate company for Canada or with several payroll groups must get every hire in the right place. KoppelHet chooses company and payroll group per job.
- A phone number without country code, area code and subscriber number does not arrive properly in ADP. KoppelHet checks the number and alerts the recruiter to an incomplete number, so it is corrected in Workable.
- KoppelHet reads the start date from the offer document variables in Workable, so accounts without the Hiring Plan feature also get a first working day in ADP.
- ADP's Applicant Onboard API does not support custom fields. HR adds those in ADP.
- Workable has no Social Security Number of the candidate. For Canadian hires the ADP API also does not support tax sections; HR fills them in Workforce Now before the hire is completed.
- The required fields in ADP depend on the country in the ADP-Context-ExpressionID header. Without that header the client's default country applies. KoppelHet sets the country per hire, US or CA, based on the job in Workable, so a Canadian hire is submitted with the Canadian requirements.
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. KoppelHet creates an in-progress hire; HR completes it in Workforce Now.
Does the salary from the offer 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.
- KoppelHet reads Workable through a subscription on candidate_moved with stage_slug hired and GET /candidates/:id/offer (state; document_variables with start_date). Token with r_candidates and r_jobs.
- To ADP through GET /hcm/v2/applicant.onboard/meta and POST /hcm/v2/applicant.onboard, with header ADP-Context-ExpressionID country=US or CA. Required for an in-progress hire - payrollGroupCode, birthName/givenName, birthName/familyName, onboardingTemplateCode and hireDate.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workable | Field in ADP Workforce Now | Notes |
|---|---|---|
firstname en lastname | birthName/givenName en birthName/familyName | |
email | Home email | The address the candidate applied with |
phone | Persoonlijk mobiel nummer | Only with country code, otherwise left out |
document_variables start_date (aanbod) | hireDate | |
Juridische entiteit van de vacature | payrollGroupCode en ADP-Context-ExpressionID (US of CA) | Lookup table per entity |
Vacature of locatie | onboardingTemplateCode | Looked up in ADP's meta |
title (vacature) | Job title |
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