Paylocity is a provider of cloud-based payroll and human capital management software solutions for small, medium, and large-sized organizations.
Greenhouse Recruiting's integration with Paylocity allows your organization to automatically push a candidate's Greenhouse Recruiting demographic and department information into Paylocity.
In this article:
Greenhouse Recruiting to Paylocity integration workbook (IWB)
The Greenhouse Recruiting to Paylocity Integration Workbook (IWB) is created at the beginning of the integration project between your organization and your JOYND Project Manager.
The IWB contains all the pertinent details needed to properly configure your integration (like fields used, webhook endpoints, email notifications, API key).
Please reach out to your JOYND Project Manager to initialize the IWB, then use the IWB for details related to your organization as you configure the integration.
Configure user setup permissions in Greenhouse Recruiting
In order to enable the Greenhouse Recruiting / Paylocity integration, you will need the developer permission Can manage ALL organization’s API Credentials and Can manage and configure web hooks.
Contact a Greenhouse Recruiting user in your organization with Site Admin level permission, with the additional user-specific permission Can edit another user's advanced permissions, to apply the above API credential management permissions to your account.
Have the user with Site Admin level permissions edit your user account's permissions by navigating to the Configure icon > Users > Your Name.
The user with Site Admin level permissions should navigate to the Permissions panel on your user page and expand the Developer Permissions dropdown menu.
Select Can manage ALL organization’s API Credentials and Can manage and configure web hooks so that a check is in the checkbox. When finished, click Save.
Create a Harvest API key for the Greenhouse Recruiting / Paylocity integration
To create a Harvest API key for the integration, click on the Configure icon in the upper right-hand corner. Navigate to Dev Center on the left-hand panel.
From the Dev Center page, click API Credential Management.
From the API Credential Management page, click Create New API Key to generate the API key for Paylocity.
From the Create new credential dialog box, select Harvest from the Type dropdown menu, and enter a description for the API key.
When finished, click Manage Permissions.
Click Copy to save your API key to your clipboard. Store the API key in a secure location to provide to Paylocity in a later step.
Click I have stored the API Key once you have copied and saved the key.
On the Manage API Key Permissions page, assign the following permissions to the Harvest API Key:
- Candidates (all permissions)
- Activity Feed (all permissions)
- Users (all permissions)
Click Save when finished.
Your Harvest API key for the Greenhouse Recruiting / Paylocity integration is created and configured.
Copy and paste the Harvest API key into your IWB (Integration Workbook).
Create a webhook for the Greenhouse Recruiting / Paylocity integration
To create a webhook for the Greenhouse Recruiting / Paylocity integration, click the Configure icon in the upper right-hand corner and navigate to Dev Center on the left-hand panel.
From the Dev Center page, click Web Hooks.
Click Web Hooks from the subsequent page.
On the Create a new web hook page, enter the following details:
- Name: Paylocity Integration
- When: Refer to the webhook trigger in your Paylocity Integration Workbook (IWB) so that the web hook fires on the appropriate event in Greenhouse Recruiting.
- Endpoint URL: Enter the Endpoint URL provided in your Paylocity Integration Workbook (IWB).
- Secret Key: Enter the Secret Key provided in your Paylocity Integration Workbook (IWB).
When finished, click Create Web hook.
That's it! Your Greenhouse Recruiting and Paylocity accounts can now talk to each other.
Use the Paylocity integration with Greenhouse Recruiting
When a candidate enters into the predefined Event Step in Greenhouse Recruiting (as defined in your Paylocity Integration Workbook [IWB]), they will automatically be sent to Paylocity.
A notification email will be sent identifying candidates that were added successfully or any errors that might have cause the candidate not to be added.
If you experience an error, fix the candidate record in Greenhouse Recruiting and "re-trigger" the integration by moving the candidate into the "Event Step Trigger" again. If the candidate is already in the Event Step, move them out and back in.
The Greenhouse Recruiting / Paylocity integration supports the following standard fields:
- First Name
- Last Name
- Addresses 1
- Addresses 2
- Zip Code
- Phone – Mobile
- Phone – Home
- Personal Email Address
- Start Date
- Work Location
- Company Code
During the integration setup contact your JOYND Project Manager for support and reference your IWB as appropriate.
Once the integration is in production, reach out to JOYD Support for additional support not covered here: firstname.lastname@example.org.