Workforce.com offers an integration with the Paychex payroll system to automatically keep employee information up to date in the Workforce.com system.
If this is your first time setting up an integration, see Connecting Your Payroll System to Workforce, then head back here to learn how to configure settings specific to Paychex integrations.
With a Paychex integration, you can:
Export timesheets from Workforce.com as a flat file (CSV) that can be uploaded to your Paychex account.
Import staff data on demand and/or turn on automated imports that will pull staff data from your Paychex account into Workforce.com every hour.
Information Checklist
Exports
If you're only using Paychex for exports, we recommend entering your Paychex Company ID in our system so it can be included in export files, but this is optional.
Imports
In order to import Paychex employee data into your Workforce.com account, you will need:
Paychex Client ID / Client Number
This is typically an 8-digit number used to identify your company in the Paychex system.
Paychex Flex Admin access
An admin will need to grant access to Workforce.com in your Paychex account before imports can begin.
Job IDs (optional)
If you wish to only import users with a particular job, you can specify which job(s) by listing their id(s) in the appropriate field.
Configuring Integration Settings
Name your integration if desired
If you want your Paychex Company ID included in timesheet export files, add it to the Export Company ID field
Enter your Paychex Client ID / Client Number (required for imports)
If you want to turn on automatic staff imports that will run every hour, toggle the "Auto Import Staff" option to on.
Your integration will periodically check for new staff in Paychex and import them into Workforce.com. If you would like to disable automatic import, simply uncheck the Auto Import Staff box.
You can also configure your integration to automatically import teams based on either Job or Labor Assignment.
If you would like to import only employees with certain Job IDs or assign earnings tags to employees based on fields from Paychex, you can configure them under the Advanced Settings menu. If you configure these after your initial import, they will not be applied until the next time Workforce.com syncs with Paychex.
Once you've finalized your settings, click "save". If this is your first time connecting Workforce.com to your Paychex account, you'll need to follow the steps in Connect Your Paychex Account below.
Connect your Paychex Account
Before you can begin importing data from Paychex, you'll need to connect your Workforce.com integration to your Paychex account.
When you first enter your Paychex Client ID / Client Number and save the integration, you'll get an email with a link to follow to your Paychex account. Inside your Paychex account, navigate to Company Settings -> Connected Applications.
You'll see an 'Access Requested' notice for Workforce.com. Toggle on the integration and save.
Import Staff
Workforce.com will import all non-terminated employees with information populated from the following fields:
Name
Employee ID
Email
Mobile Phone
Date of Birth
Start Date
Hourly Rate
Job Title
Location ID
Earnings Tags (see Importing Earnings Tags)
Labor Assignment
How to Import:
Navigate to the /staff page
In the top right corner click "Add Staff"
Go to "Import Bulk Staff"
Select the "Import From" drop down menu
Select "Paychex"
Troubleshooting and FAQ
How often does the automatic syncing process happen?
The automatic syncing process occurs approximately once an hour.
Can you integrate multiple Paychex files to a single Workforce account?
Yes. For more information, see Connecting multiple payroll files to Workforce.
Import errors
If you encounter an error during the import process, double check that your Client ID / Client Number is valid and that you've granted access to the Workforce.com integration in your Paychex account. Contact us if the issue persists.