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ADP Workforce Now (US) Payroll Integration

Updated

If you are using 7punches for time-clocking, or have a POS integration that includes labor, you can send your worked hours directly to ADP Workforce Now (WFN).

SKIP AHEAD TO:

Enabling the Integration
Enabling the Integration for Multiple ADP Company Codes
Mapping Employees/Roles
Preparing your Payroll Data
Including Paid Time Off (PTO)
Including Tips 

⚠️ Prerequisites

⚠️ This feature may require an upgrade from your current plan.

⚠️ If you're using Tip Pooling and there are tips being paid to employees prior to payroll (for example: cash tips), you will need to request assistance from an ADP payroll advisor.

To do this, head to your ADP WFN platform and submit a formal request, specifying that you require an implementation point-of-contact who can help configure "Autopay" settings for cash tips and charged tips.

 ⚠️ Using ADP TotalSource? Follow the same steps below to get connected.

⚠️ This integration is not available for ADP Canada.

 
 

Enabling the ADP Workforce Now Integration

To enable the integration, you'll need to complete the following using ADP admin and 7shifts admin credentials:

If integrating multiple ADP Company Codes under the same ADP account, skip ahead to: Enabling the Integration for Multiple ADP Company Codes

Step 1: In 7shifts
  1. Log in to the web app as an Admin.
  2. In the left navigation bar, head to Apps & Integrations.
  3. Search and select ADP Workforce Now.
  4. Click the Copy button to copy this ID > Connect to ADP Marketplace.
  5. You will be taken to the ADP website, where you will need to sign in with Admin credentials.
Step 2: In ADP
  1. Once you're redirected to ADP's website, click Buy Now beside the ADP Run Connector App. ADP charges a $15 monthly fee/per location, and you will only be able to connect to an ADP account that has one Company Code.
  2. Enter the total number of Locations in your 7shifts account that you wish to activate with the ADP Workforce Now integration. This will be the maximum number of locations you can connect.
  3. Click Continue:

  4. Paste your Partner ID here that you copied earlier from your 7shifts account > click Check > Continue: 

  5.  Follow the ADP prompts, such as providing billing information, and click Place Order:

  6. Click Go To Myapps:

  7. Once you're redirected to ADP's page, click Manage Consent to grant access and accept the requested permissions.

     

Step 3: In 7shifts

  1.  Log in to your 7shifts account as an Admin, and navigate to Apps & Integrations > My Integrations > ADP Workforce Now > Settings:

    Screen_Shot_2022-06-06_at_1.41.56_PM.png

  2. Select the 7shifts Locations you want to connect, and click Save (you can only add as many locations as you've purchased in ADP).
  3. With your integration finally activated across your Locations, you will now need to Map your Roles & Employees so that your labor data can sync properly between 7shifts and ADP.
 

Enabling ADP for Multiple Company Codes

7shifts can only connect to a single ADP Company Code. If you need multiple codes, consider:

  • Splitting your 7shifts Account so that each Location operates under its own 7shifts Account. This allows you to integrate each 7shifts account with its corresponding ADP Company Code. To do this, please contact our Support team for assistance.
  • Using the ADP Workforce Now export, which allows manual adjustments for multiple company codes.

To enable the integration, you'll need to complete the following using ADP admin and 7shifts admin credentials:

Step 1: In 7shifts
  1. Log in to the web app as an Admin.
  2. In the left navigation bar, head to Apps & Integrations.
  3. Search and select ADP Workforce Now.
  4. Click the Copy button to copy this ID > Connect to ADP Marketplace.
  5. You will be taken to the ADP website, where you will need to sign in with Admin credentials.
Step 2: In ADP
  1. Once you're redirected to ADP's website, click Buy Now beside the ADP Run Connector App. ADP charges a $15 monthly fee/per location, and you will only be able to connect to an ADP account that has one Company Code.
  2. Enter the total number of Locations in your 7shifts account that you wish to activate with the ADP Workforce Now integration. This will be the maximum number of locations you can connect.
  3. Click Continue:

  4. Paste your Partner ID here that you copied earlier from your 7shifts account > click Check > Continue: 

  5.  Follow the ADP prompts, such as providing billing information, and click Place Order:

  6. Click Go To Myapps:

  7. Once successful, you will see the 7shifts Connector application in your ADP Run account. Click on the 7shifts icon to link it.

     

Step 3: In 7shifts

  1.  Log in to your 7shifts account as an Admin, go to Apps & Integrations > My Integrations > ADP Workforce Now > Settings:

    Screen_Shot_2022-06-06_at_1.41.56_PM.png

  2. Click the link to contact 7shifts support and receive assistance in completing the setup for your Multiple ADP Company Codes. 

  3. After setting up a 7shifts account for each company code, configure the integration settings separately within each account.

    To switch between your 7shifts accounts, use the dropdown menu in the top left corner:
    mceclip2 (11).png

  4. Head to Apps & Integrations > My Integrations > ADP Workforce Now > Settings.
  5. In the dropdown, select the ADP Company Code and the applicable Locations within it that you want to connect. Then, click on 'Save.'⚠️

  6. Once the Locations under this ADP Company Code have been connected, head to the Payroll Mapping tab to choose whether to:

    Split Hours by Role: Each employee's house will include all roles worked.

    Export Wages:  Once enabled, this allows the hours per role to have 7shifts wages associated with them at the time of processing payroll. In other words, the wages assigned to an Employee will be used to fill in ADP's Temporary Rate field.

    This feature supports Wage-based roles, click here to learn more!

  7. With your integration finally activated across your Locations, you will now need to Map your Roles & Employees so that your labor data can sync properly between 7shifts and ADP.
 

Mapping Employees

This is required in order to match your Employees in 7shifts to their counterparts in ADP and process payroll. This will also help ensure that your labor data syncs properly between 7shifts and ADP. 

Each time you add a new employee, ensure they are mapped in 7shifts. Newly added ADP employees may take up to 24 hours to appear in 7shifts.

1. After your integration is connected, your Integration Mapping page can be found under Apps & Integrations > Mapping .

2. Under the 'Employees' tab is where you'll see the users that you have set up within 7shifts vs. the users that exist within ADP.

7shifts will automatically map any Employees that already exist between 7shifts and ADP WFN, if they are both spelled the same way with identical capitalization and spacing. You'll find those under the 'Mapped' heading.

Any Employees that cannot be automatically matched will be under the 'Unmapped' or 'Ignored' tab. 

Match any Employees from ADP to their counterpart user profile in 7shifts.

  • Match: Simply find the corresponding employee in the list.
  • Ignore: You'll want to Ignore if the employee will never need to clock in/out (i.e. Salaried employees)

Click here to learn more about mapping Employees.

Mapping Roles

⚠️ This is required in order to process payroll and ensure that your labor data syncs properly between 7shifts and ADP.

⚠️ As terminology can vary between systems, remember that your Roles in 7shifts are the same as the department codes you have set up in ADP WFN.

1. After your integration is connected, your Integration Mapping page can be found underApps & Integrations > Mapping.

2. Under the 'Roles' tab is where you'll see the Roles that you have set up within 7shifts vs. the department codes that exist within ADP.

7shifts will automatically map any Roles/department codes that already exist between 7shifts and ADP, if they are both spelled the same way, with identical capitalization and spacing. You'll find those under the 'Mapped' heading.

Any Roles that cannot be automatically matched will be under the 'Unmapped' or 'Ignored' tab.

3. Match any department codes from ADP that are used for punching in, to their 7shifts Role. If the Role is not used, move it to the 'Ignored' section. If you choose to set as 'Ignored,' data will not sync between the integration and 7shifts.

⚠️ It is highly recommended that you map/match only one 7shifts Role to a single department code in ADP (one-to-one pairs).

Example: The Role 'Bartender' in 7shifts could match with the department code 'Bar Keeper' in ADP. 

❗️At this time, we do not support the ability to map more than one ADP department code with the same Role in 7shifts. In this case, it is best to add additional Roles within 7shifts so that the pairs made while mapping are still a one-to-one ratio.

Example: The Role 'Bartender' in 7shifts could match with the department code 'Bar Keeper' but not also the department code 'Bar Assistant' in ADP.

A new Role for 'Bar Assistant' would need to be created with 7shifts in order to match the one in ADP.

⚠️ If you've recently added a new department in ADP, it can take up to 24 hours for it to appear on the Role Mapping page in 7shifts. If you do not see it in 7shifts initially, please check back in 24 hours.

Click here to learn more about mapping Roles.

Preparing your Payroll Data

Before you can send your payroll data to ADP Workforce Now, you'll need to ensure that you've properly approved all punches and closed your timesheet.

⚠️ Only Admins can close all timesheets, a mandatory step to send payroll data to your integration successfully.

1. Click the 'Time Clocking' tab, then select the appropriate Pay Period.

2. From there, review and 'Approve' or 'Edit' punches, or choose to 'Approve All.'

3. Once you've approved all punches, you're ready to close the Timesheet and Export your Timesheets to ADP Workforce Now

To close the Timesheet, select 'Close Timesheet' in the top right corner. 

4. After the Timesheet is closed, you can send it to ADP Workforce Now by clicking 'Export' and 'ADP Workforce Now.'

5. Confirm by clicking 'Export.'

❗️If you see the following error message, you have not completed your mapping. Please see the mapping instructions here.

Including Paid Time Off (PTO)

To include Employees' Paid Time Off and Paid Sick Time hours within the report, you will need to enable these features under your Company Settings.

Click here to learn about enabling Paid Time Off (PTO).

Including Tips

Accounts using a supported POS integration can send their tip data to 7shifts. From there, this information can be included with your time clocking data when processing payroll.

  • The integration exports tips as a lump sum to ADP, rather than based on the Tip Calculation set up in 7shifts. These tips will appear under Adjusted Deductions (earning code 'T'), combining both tips paid on payroll and tips paid during shifts.
     
  • Tips paid on shift will be reflected under ADP's "Other Earning 3" column. To ensure tips show in this column, they must be entered as Deductions in the Tip Calculation within 7shifts under the "Tips paid on Tip Payouts or payroll" category.

To get started with syncing your tip data, you will need to configure certain settings in your ADP WFN account and complete the following:

1. Login to your ADP WFN account and go to Setup > Tools > Validation Tables.

2. On the Validation Tables page head to Payroll > Paydata.

3. Find and click on the 'Hours & Earnings Codes' and 'Memo' options.

4. Under 'Hours & Earnings Codes' complete the following:

  • Click on 'Add'.
  • In the Type dropdown, select the appropriate Hour/Earnings code.
  • Enter 'T' in the Code field (no accumulators or mapped pay codes are required).
  • Ensure the 'Active' setting is toggled on.
  • Ensure the 'Use default pay statement labels' setting is toggled on.
  • The Short Name field can be anything, such as 'Tips.'
  • Click on 'Done' when you're finished. 

5. Under 'Memo' complete the following:

  • Click on 'Add.'
  • Enter '5' in the Code field.
  • The Description field can be anything, such as 'Tips.'
  • Ensure the 'Active' setting is toggled on.
  • Click on 'Done' when you're finished. 

⚠️ For any further assistance with these steps, please reach out to your ADP rep.

After you've completed these steps in your ADP WFN account, you're ready to enable syncing your Tip data within 7shifts.

Click here to learn how to sync your tip data to payroll.

Please review carefully to see if your POS or tip source is compatible with your payroll provider.

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