Installing the Paylocity app
This section covers setting up the Paylocity integration app, which allows you to sync your employee roster to ChartHop.
Review your payroll data
Your ChartHop payroll app syncs your employee data from your payroll system and builds your org chart in ChartHop. Once your Org Chart is created, you can start using ChartHop.
ChartHop recommends reviewing the data in your payroll system to ensure it is what you expect before you sync it to ChartHop. For example, if an employee has multiple system IDs in your payroll system, that employee’s data won’t sync properly. You should also be sure that your payroll system reflects an accurate view of your organization, including reporting structures, employee locations, and compensation.
Obtain API Credentials for Paylocity
For ChartHop to access your organization's Paylocity payroll data, you need API credentials from your Paylocity representative. This information allows ChartHop to connect to Paylocity to receive your employee data.
Please work with your ChartHop representative to get your API credentials from Paylocity.
Gather additional Paylocity information
When you configure the Paylocity app, you'll be prompted for additional information from Paylocity. Be sure to have the following information handy.
- Determine which Paylocity cost centers align with the teams and departments you want to sync to ChartHop. You’ll need to enter both a Department and Team cost center.
- If any of your team names in Paylocity are in custom fields (fields that are unique for your company), you’ll need to enter those.
Install the Paylocity app
After you have your Paylocity API credentials, you can install the Paylocity integration app in ChartHop.
- Navigate to Apps from the settings (gear) menu in the left sidebar.
- Select the All Apps tab.
- Scroll to your payroll app and select Install on the far right of the respective app's row.
Connect the Paylocity app
When you select install, you'll be prompted to walk through configuring your payroll app.
- In the Enter your API credentials step, enter the following information that you received from your representative in the following order:
- Client ID
- Secret
- Company ID
- Public key XML
- Select Next step.
Configure data sync settings for Paylocity
Before configuring app settings, you’ll need to have the following settings from Paylocity to help determine how the Paylocity data will sync to ChartHop:
- Determine which Paylocity cost centers align with the teams and departments you want to sync to ChartHop. You’ll need to enter both a Department and Team cost center.
- If any of your team names in Paylocity are in custom fields (fields that are unique for your company), you’ll need to enter those.
Data sync settings control how and what data is synced to ChartHop from your payroll system. For example, you can choose whether or not to create a backfill position in ChartHop when you have a departure in your payroll system. Other advanced settings allow you to exclude certain employees.
- For the Backfill departures step, select one of the two options:
- Automatically create backfills - This option creates a backfill position in ChartHop (open job) when an employee is marked as departed in your payroll system.
- Sync departures only - This option removes the departed employee from ChartHop. The employee's job history remains in ChartHop.
- For Department cost center, indicate what cost center to assign to ChartHop departments.
- For Team cost center, indicate what cost center to assign to ChartHop teams.
Configure advanced settings
Advanced settings allow you to better control how your payroll data syncs to ChartHop.
ChartHop recommends accepting the default values for these settings. Please get in touch with ChartHop Support or your Customer Success Manager for assistance if needed.
- Expand the Advanced settings section.
- Use the following table to guide you through advanced settings decisions.
- When finished, select Next step.
Setting | Description |
Include Company ID in cost center codes. | Choose to include your company ID in your cost center codes if you want the company ID to be part of the cost center code for reporting. |
Currency | If you have set up currency overrides for employees in Paylocity, you can use those same settings in ChartHop and override your ChartHop currency settings. Select from the following:
|
Sync all changes made. | Select the data changes you want to include in your sync. You can include some or all of the following employee data:
|
Default location when not set | Define whether or not you want to set the location to Remote or leave it empty if it is not set in your payroll system. |
Overwrite person fields
| ChartHop recommends using this setting to avoid updating both ChartHop and your payroll system when a change is made to any field value synced from your payroll system. When you choose this option, your payroll system remains the source of truth for the following fields in ChartHop: birthdate, gender, home address, and so on. This means any edits you or an employee make to this data in ChartHop are overwritten during synchronization. This can pose an issue when someone uses ChartHop to update employee fields in ChartHop, without requesting an update in the source system. |
Include custom team fields. | List each custom team field separated by commas if you have customized your Paylocity team names. |
Exclude IDs | To exclude specific individuals from the sync, enter their unique payroll system IDs here, separated by commas. |
Run an initial one-time sync of your payroll data
When you first configure your payroll app, you should run a one-time sync to verify that the sync is operating as you expect it to and that your data is what you expect.
To run a one-time sync:
- In the setup wizard, select the Run one-time sync option.
- Select Finish setup.
Verify your data in ChartHop
After running your first sync, you can use the Data Sheet and Org Chart pages to spot-check your data. You can use the Sync History page to verify when the sync was run and if it encountered any issues.
You should spot-check your ChartHop org for the following:
- Correct management reporting lines
- Compensation data
- Employee information on profiles (names, addresses, and so on)
- Job titles
- Departments
- Locations
Remember that most issues with your synced data originate in your payroll system. ChartHop allows you to visualize your employee data to make finding these discrepancies easier. Still, you’ll need to fix any data discrepancies in your payroll system and rerun the sync to view the fixes in ChartHop.
Configure your payroll app sync to run daily
After you’ve synced your data for the first time and verified your Org Chart, you should configure a daily sync. The value of syncing your payroll data to ChartHop is that it ensures that your employee data is always up to date.
- Navigate to Apps from the settings (gear) menu on the left side.
- Select the My Apps and Bundles tab.
- Scroll to your payroll app and select the gear (settings) icon on the far right of the row to view app settings.
- Within the App status & sync settings section, select the Edit (pencil) icon.
- Toggle the one-time sync option to on.
- Select Save.
