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ADP - Connecting to ADP

  • Updated

The ADP - Firstbase integration streamlines your onboarding, updating, and offboarding processes.

This guide will walk you through the steps to set up the integration using either one of two available options:

Integration Steps - Creating a practitioner role withing your ADP account

Before moving on with the Firstbase integration, it is suggested you create a practitioner role within ADP  to link your account.

Prerequisites

Please ensure you fulfill all the requirements to set up the integration:

  • You are an Administrator in your company's ADP instance, or someone has shared their access with you.
  • You do not use ADP Workforce Now Canada.

Instructions

1. Create a profile with access to reports

1. In your ADP Workforce Now account, go to Setup and find Access Permissions.

 

2. Then click Manage Profiles -> Create Profile

3. The Name field can be any value but the Role must be "Practitioner"

 

2. Give your service account access to securely sync your data

  1. Clicking "Create profile" in the previous step will open up a new screen.

  2. In Menus & Features, go to Reports & Analytics to make sure the following boxes in are checked. This is REQUIRED!

    1. My Reports

      • All Reports

      • My Standard Reports

    2. View

      • Reports Output

      • Reports Scheduled

    3. Reports Dashboard

      • Reports Dashboard

    4. Standard Reports

      • All Reports (only grants access to report types that are otherwise checked)

      • Personal & Employment

         

  1. Next, go to People and make sure these boxes are checked. This is REQUIRED!

    • Employee Profile Report

    • Employment Profile

    • Personal Profile

  2. We also recommend you include

    • All People permissions: Click SELECT ALL in the top left. 
      ​

     

  3. (optional) In Sensitive Personal Information, go to On Screen & Reports and On Reports, and from the drop down menu select No Masking, Partial Masking, or Masking. This will allow the service account to securely sync your complete data set.

    • If you do not want to sync over information such as Birthdate, SSN, or Bank Info, please Mask this information!

    • Note: Rates masking will need to be set to No Masking for employment effective dates to sync.

       

  4. On the last screen, Status & Save, activate the profile, and then save it below:

3. Create a new user and assign it to your "Integrations Service Account" profile

 

1. From the Setup menu, select Security Management

 

2. In Security Management, click People, then Manage Users and + to add a user.

 

3. Fill in the fields on the Add a New User page, using the fields displayed to you in the linking flow. See an example below:

4. In Step 1 "User Information", set the User Type to the “user is an independent contractor...” option, and set the User Role to “Product User”.

 

5. In Step 2 "Services":

Assign the profile by selecting WFNPractitioner in the "Available Service Profiles Box" and moving it to the "Selected Service Profiles"

6. Proceed through Step 3, and confirm the new user.

  • Please note that a Username will be Auto-Generated for this person. That is completely okay and expected!

4. Connect the service account user to the service account profile

  1. Go back to your Workforce Now portal, and go to the Access Permissions page like before to find the Manage People page. Search for Service Account to pull up the new user (that should be its last name)

  2. Click the user to pull up User Access Permissions, and select Manage Profile Memberships. Add the Service Account Profile that you created to the user. Click Save

     

  3. Now that the Service User has the right Profile associated, verify that the Menus & Features and Sensitive Personal Information for this user match what you set up in the Profile earlier (Step 1)
    ​

  4. Lastly, in People Access, under Service Account Currently Has, check off View Only Access to all People. Click View List of Selected People, and make sure that list is not empty. This is needed to view employees (including terminated)

     

 

5. Go to your firstbase App

When that is all completed, return to your firstbase app and visit your integrations page following the steps bellow.

 

Integration Steps - Connecting using ADP Credentials

1. Login to the Firstbase App and visit the "Integrations" Page

 

2. Find ADP in the list of "Available Integrations" and click on it to start connecting to your ADP account.

You'll be presented with two options:

  • Use my username and password (recommended)
  • Custom reports (SFTP)

Select "Use my username and password (recommended)":

3. Verify Administrator Role

You must be an administrator of ADP to link to Firstbase successfully. If you're an admin, click "I am an admin" to proceed.

4. Review Data Permissions

Review the types of data Firstbase can read:

  • Employees
  • Employments
  • Groups
  • Locations

Click "Next" to continue. Note: By proceeding, you agree to the End User Terms.

5. Set up your service account

Follow the steps in this guide to set up your service account, after doing so, click on the checkmark and then the next button.

6. Confirm Integration

After successful authentication, you'll receive a confirmation that your ADP account is now integrated with Firstbase.

Integration Steps - Using Custom reports (SFTP)

If you chose to use a custom report (SFTP) first follow this guide to learn how to send HRIS data via SFTP.

You'll be presented with 2 options

  • Automatically send report
  • Manually upload report

Automatically sending reports

1. Automate sending your report

Follow the steps indicated below, after setting up your host name, destination directory, user name and port, click on next.

2. Upload your Public Key

Contact your ADP representative to obtain a public API key and paste it on the indicated section.

3. Confirm Integration

After successful authentication, you'll receive a confirmation that your ADP account is now integrated with Firstbase.

Manually uploading reports

1. Upload CSV

In order to manually send reports, you need to upload or drag your CSV in the indicated window on the step.

Then select the type of template from the dropdown options and click next.

2. Confirm Integration

After successful authentication, you'll receive a confirmation that your ADP account is now integrated with Firstbase.

Need Help?

If you encounter any issues during the integration process, click on "See detailed instructions with screenshots" links provided in the interface, or contact our support team for assistance.

Remember: Always ensure you're using the correct credentials and have the necessary permissions in ADP before starting the integration process.

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