Paylocity Connector Setup Guide

Learn how to connect your Paylocity payroll system to Audit1 for automated payroll data synchronization.

Overview

The Paylocity Connector automatically syncs employee and payroll data from your Paylocity account directly into Audit1, eliminating manual data entry and ensuring real-time accuracy for workers' compensation audits.

What Gets Synced

✅ Employee Records: Names, IDs, classifications, hire/term dates
✅ Pay Statements: Gross pay, net pay, pay periods
✅ Earnings: Regular earnings, overtime, bonuses
✅ Deductions: Pre-tax and post-tax deductions
✅ Job Details: Job titles, departments, work locations
✅ Pay Schedules: Pay frequencies and upcoming payroll dates

Benefits

🚀 Automated: Sync runs automatically after each payroll
⏱️ Real-Time: Data available within minutes of payroll processing
🎯 Accurate: Direct integration eliminates transcription errors
💰 Cost-Effective: Reduces manual processing time
📊 Comprehensive: Captures all required audit fields

Prerequisites

Before you begin, ensure you have:

✅ Active Paylocity Account with payroll enabled
✅ Admin Access to Paylocity (Company Administrator or Payroll Administrator role)
✅ Audit1 Account set up and ready
✅ Company Credentials available (Company ID, Username, Password)
✅ Authorization from your organization to grant data access

Step-by-Step Setup

Step 1: Contact Audit1 Support

Reach out to enable Paylocity connector access:

Contact Methods:

📧 Email: [email protected] with subject "Paylocity Connector Setup"
📱 Phone: Call during business hours (Mon-Fri, 9 AM - 5 PM ET)
💬 Admin Portal: Submit request through the Help section

What to Provide:

Your Audit1 organization ID
Your Paylocity Company ID
Primary contact person and email
Estimated employee count

Step 2: Receive Setup Instructions

Audit1 support will send you:

Connector activation confirmation
Unique setup link or credentials
Configuration worksheet
Support contact for technical questions

Step 3: Authorize Paylocity Access

Option A: OAuth Connection (Recommended)

Log into Audit1 Admin Portal
- Navigate to Settings → Integrations
- Click Connect Paylocity
Authorize Connection
- You'll be redirected to Paylocity's authorization page
- Log in with your Paylocity credentials
- Review the requested permissions
- Click Authorize or Allow
Confirm Connection
- You'll be redirected back to Audit1
- You should see "Paylocity Connected" status
- Connection is now active

Option B: API Credentials Setup

If your Paylocity account uses API key authentication:

Get Your Paylocity API Credentials
- Log into Paylocity
- Navigate to Company → API Management
- Generate or copy your API credentials:
  - Company ID
  - Client ID
  - Client Secret
Enter Credentials in Audit1
- Go to Audit1 Admin Portal → Settings → Integrations
- Click Add Paylocity Connection
- Enter your credentials:
  - Company ID: Your Paylocity company identifier
  - Client ID: From Paylocity API Management
  - Client Secret: From Paylocity API Management
- Click Save and Test Connection
Verify Connection
- A test sync will run automatically
- You should see "Connection Successful" message
- Initial employee count will be displayed

Step 4: Configure Sync Settings

Customize how data syncs to meet your needs:

Sync Frequency

Choose how often data syncs:

Real-Time: Immediately after each payroll run (recommended)
Daily: Once per day at scheduled time
Weekly: Weekly on a specific day
Manual: Only when you trigger it

Recommendation: Real-time for most accurate audit data.

Data Scope

Select which data to include:

Employee Filters:

All employees (recommended)
Active employees only
Specific departments or locations
Employees above/below certain pay threshold

Date Range:

Current policy period only
Last 12 months
Custom date range

Data Fields:

Standard audit fields (recommended)
All available fields
Custom field mapping

Notifications

Configure how you want to be notified:

✅ Sync completion confirmations
✅ Sync error alerts
✅ Weekly summary reports
⬜ Every sync (can be noisy)

Step 5: Run Initial Sync

Test the connection with your first sync:

Trigger Test Sync
- Click Run Test Sync in the integration settings
- This will fetch a sample of recent data
Review Synced Data
- Go to Employees section in Audit1
- Verify employee records appear correctly
- Check that pay data matches Paylocity
- Confirm job classifications are mapped properly
Verify Data Mapping
- Employee Names: Should match exactly
- Pay Amounts: Gross pay should be accurate
- Pay Dates: Should align with payroll periods
- Job Classifications: Should match your class codes
- State/Location: Should be correct for multi-state employers
Check for Errors
- Review the sync log for any warnings or errors
- Common issues:
  - Missing class code mappings
  - Unmapped departments or locations
  - Date format mismatches
- Contact support if you see errors

Step 6: Enable Automatic Sync

Once testing is complete:

Enable Automatic Mode
- Toggle Auto-Sync to ON
- Confirm the sync schedule
- Save settings
Set Up Monitoring
- Configure email notifications
- Add backup contacts
- Set up alert escalation (optional)
Document Your Setup
- Note your sync schedule
- Document any custom field mappings
- Save contact information for support
- Share access with relevant team members

Understanding the Data Flow

┌─────────────────────┐
│   Paylocity         │
│   Payroll Run       │
│                     │
│  1. You process     │
│     payroll         │
└──────────┬──────────┘
           │
           │ Automatic Detection
           │
           ▼
┌─────────────────────┐
│  Paylocity API      │
│  Data Available     │
└──────────┬──────────┘
           │
           │ Secure API Call
           │
           ▼
┌─────────────────────┐
│  Audit1 Connector   │
│  Fetches Data       │
│                     │
│  2. Data retrieved  │
│     automatically   │
└──────────┬──────────┘
           │
           │ Processing
           │
           ▼
┌─────────────────────┐
│  Audit1 Platform    │
│  Data Processed     │
│                     │
│  3. Audit calcs     │
│     updated         │
└──────────┬──────────┘
           │
           │ Notification
           │
           ▼
┌─────────────────────┐
│  You Get Email      │
│  Notification       │
│                     │
│  4. Confirmation    │
│     received        │
└─────────────────────┘

Using Multi-Tenant Setup (For Payroll Companies)

If you're a payroll company managing multiple clients:

Benefits

Manage all client connections in one place
Bulk sync operations
Centralized reporting
Individual client credentials

Setup Process

Request Multi-Tenant Access
- Contact support to enable multi-tenant mode
- Provide list of client Company IDs
Add Each Client
- In Audit1, go to Clients → Add New Client
- Enter client information:
  - Client name
  - Paylocity Company ID
  - Client-specific credentials (if separate)
- Save client profile
Connect Each Client to Paylocity
- Select client from list
- Click Connect Paylocity
- Authorize using that client's credentials
- Test connection
Configure Sync Schedules
- Set individual or bulk sync schedules
- Coordinate with client payroll schedules
- Enable per-client notifications

Data Security & Privacy

What Data Is Accessed?

The connector accesses:

✅ Employee names and work IDs
✅ Job titles and classifications
✅ Gross pay and earnings
✅ Pay dates and periods
✅ Hours worked
✅ Work locations and states

The connector DOES NOT access:

❌ Full Social Security Numbers
❌ Bank account information
❌ Personal addresses or phone numbers
❌ Tax withholding details
❌ Direct deposit information
❌ Benefits enrollment

Security Measures

🔐 Encryption: All data encrypted in transit (TLS 1.3)
🔑 Secure Auth: OAuth 2.0 or API key authentication
⏱️ Token Management: Automatic token refresh and expiry
📝 Audit Logging: All access logged and monitored
🛡️ Compliance: SOC 2, HIPAA, and GDPR compliant

Revoking Access

You can revoke access at any time:

In Paylocity:

Go to Company → API Management or Connected Apps
Find Audit1 integration
Click Revoke Access

In Audit1:

Go to Settings → Integrations
Find Paylocity connection
Click Disconnect

Troubleshooting

Connection Issues

Problem: Cannot connect to Paylocity

Possible Causes & Solutions:

❗ Invalid credentials: Double-check Company ID, Client ID, and Secret
❗ Insufficient permissions: Ensure you have Admin role in Paylocity
❗ API not enabled: Contact Paylocity to enable API access for your account
❗ Firewall blocking: Ensure Audit1 domains are whitelisted

Sync Failures

Problem: Sync fails or times out

Possible Causes & Solutions:

❗ Paylocity system maintenance: Check Paylocity status page
❗ Token expired: Reauthorize connection in Audit1 settings
❗ Data volume too large: Contact support to adjust sync parameters
❗ Network issues: Verify your internet connection

Data Discrepancies

Problem: Synced data doesn't match Paylocity

Possible Causes & Solutions:

❗ Timing difference: Data may still be processing in Paylocity
❗ Filter settings: Check if sync filters are excluding data
❗ Mapping issues: Verify field mapping configuration
❗ Date range mismatch: Confirm sync date range settings
📧 Contact support with specific examples

Missing Employees

Problem: Some employees not syncing

Possible Causes & Solutions:

❗ Inactive status: Check if employees are marked inactive in Paylocity
❗ Hire/term dates: Verify employees fall within sync date range
❗ Department filter: Check if sync filters exclude certain departments
❗ Pay threshold: Remove any pay amount filters during troubleshooting

Best Practices

✅ Recommended Practices

Setup & Configuration:

✅ Use OAuth when available (more secure than API keys)
✅ Start with test sync before enabling automation
✅ Document mappings for class codes and departments
✅ Set up multiple notification recipients for redundancy
✅ Coordinate with payroll team on sync timing

Ongoing Management:

✅ Monitor sync status weekly
✅ Reconcile data monthly against Paylocity reports
✅ Update mappings when adding new job classifications
✅ Review sync logs for warnings or errors
✅ Keep credentials current if using API keys

Security:

✅ Limit access to authorized personnel only
✅ Use strong passwords for Paylocity and Audit1
✅ Enable 2FA on both systems if available
✅ Review access logs periodically
✅ Revoke access for terminated employees

⛔ Things to Avoid

❌ Don't share credentials via email or unsecured channels
❌ Don't disable sync without notifying stakeholders
❌ Don't ignore sync errors - address them promptly
❌ Don't modify settings during active payroll runs
❌ Don't skip testing when making configuration changes

FAQs

General Questions

Q: How long does initial setup take?
A: Typically 20-30 minutes for the initial connection and configuration, plus 1-2 hours for testing and verification.

Q: Will this affect my Paylocity account?
A: No, the connector is read-only and doesn't modify any data in Paylocity.

Q: Can I pause syncing temporarily?
A: Yes, toggle Auto-Sync to OFF in settings. Remember to re-enable it when ready.

Q: What happens if Paylocity is down?
A: The connector will automatically retry. You'll receive a notification if it remains down beyond the retry period.

Data & Syncing

Q: How far back does the initial sync go?
A: By default, 12 months. You can customize this during setup or contact support for historical data needs.

Q: Can I re-sync data if I find errors?
A: Yes, you can trigger manual re-syncs for specific date ranges. Contact support for assistance.

Q: Does sync happen during payroll processing?
A: Sync typically triggers after payroll is finalized in Paylocity. It won't interfere with your payroll workflow.

Q: What if I process off-cycle payroll?
A: Off-cycle runs will sync automatically if real-time sync is enabled, or during the next scheduled sync.

Technical Questions

Q: Do I need IT involvement?
A: Usually not, but IT can help if you encounter firewall or network issues.

Q: Can multiple users manage the connection?
A: Yes, any Audit1 user with Admin permissions can manage integrations.

Q: What API version does this use?
A: We use Paylocity's latest stable API version and automatically update as new versions are released.

Q: Is there a rate limit?
A: Yes, but our connector is designed to stay well within Paylocity's limits. Contact support if you have concerns.

Getting Help

Support Channels

Email Support:

📧 [email protected]
Include "Paylocity Connector" in subject
Response time: 2-4 hours during business hours

Phone Support:

📱 Available Mon-Fri, 9 AM - 5 PM ET
Request via email or admin portal
For urgent issues

Documentation:

📚 developer.audit1.info
Complete API documentation
Video tutorials
FAQ section

Status Page:

📊 status.audit1.info
Real-time system status
Scheduled maintenance notices

What to Include in Support Requests

When contacting support, provide:

Your Audit1 organization ID
Paylocity Company ID
Description of the issue
Screenshots (if applicable)
Recent sync logs or error messages
Steps you've already tried
Urgency level

Next Steps

After Setup:

Run Reconciliation
- Compare Audit1 data with Paylocity reports
- Verify totals match
- Check employee counts
Train Your Team
- Show team members where to find synced data
- Explain the sync schedule
- Share support contact information
Set Up Monitoring
- Configure alerts for your team
- Schedule regular data reviews
- Document your sync process
Explore Advanced Features
- Custom field mapping
- Webhook notifications
- API access for custom reports

Related Guides:

Connectors Overview - Compare all available connectors
Webhook Integration - Set up real-time notifications
API Guide - Advanced API usage

Ready to get started? Contact [email protected] to enable your Paylocity connector today!