Paylocity API Data Import Configuration

Overview

To import recipient data using the Paylocity API, RedFlag must first enable Paylocity Data Integration for your account on the backend. Once this is enabled, you'll be able to configure Paylocity under the Integrations section of the platform and map your Paylocity data fields to the corresponding RedFlag fields.

Request to Integrate with Paylocity API 

To begin, your team will need to submit a request to Paylocity to integrate with the Pocketstop RedFlag API.

1. To request a Pocketstop RedFlag API integration, contact your Paylocity representative or email: webservices@paylocity.com
2. Paylocity will work with you to establish a service contract granting API access.
3. Once access is approved, Paylocity will provide a Roles, Responsibilities, and Closing document.
4. After receiving that document, you can proceed with the configuration steps directly within the RedFlag platform.

Configuration

To begin syncing recipient data from Paylocity, you must first enter and validate your Paylocity Company ID under More > Integrations > Paylocity.

Connect Your Paylocity Company ID

1. Navigate to More > Integrations > Paylocity.
2. Enter your Company ID (not the Company Set ID, which starts with CS).
3. Click Validate.

🔍 Important: Entering and validating your Company ID is required to enable data syncing. Be sure to use the correct Company ID, not the Company Set ID.

Updating or Replacing a Company ID

• If you need to validate a different Company ID, it must be different from the one currently saved.
• To replace the existing Company ID, we recommend:
  1. Deleting the current integration from the Integrations list.
  2. Reconfiguring it using the new Company ID.

This ensures reporting and syncing remain accurate.

Adding an Additional Company ID

To import recipients from multiple Paylocity companies into the same RedFlag location:

• After validating the first Company ID, select the option to Add Company ID.
• The secondary Company ID:
  • Must also be validated.
  • Company Id must be unique and not already connected to the RedFlag location.

Set a Group Name

• After validating your Company ID, you'll be prompted to enter a Group Name.
• This group is where all recipients from the company will be imported.
• The group will:
  • Appear under the Groups page.
  • Be available for message targeting.
  • Be assignable to Editors.
  • Be automatically updated with any synced recipients from the company.

🛡️ Note: This group is protected and cannot be modified or deleted from the Groups area. The Group Name must be unique, but it can be updated from this screen if needed later.

Select Employee Status to Import

Choose which employees should be imported from Paylocity:

Active Employees Only
Imports only employees with a status of Active in Paylocity.

Active and Inactive Employees
Imports all employees except those with a status of Terminated, Retired, or Deceased.

Mapping RedFlag Fields to Paylocity Fields

To sync recipient data from Paylocity into RedFlag, you must also map the fields you want to import from Paylocity.

Steps:

1. Go to More > Setup > Profile Data Field Setup.
2. Make sure RedFlag is connected to your Paylocity Company ID (field mapping cannot be done without this).
3. Enable data fields to the left and then under the Paylocity Mapping column, use the dropdowns to assign Paylocity fields to RedFlag data fields.

🔑 Required: RedFlag requires the Unique ID field to be mapped to Paylocity’s ID field.

Notes on Field Mapping:

• Unmapped Fields:
  If a field should appear in RedFlag (e.g., for manual entry or data received through the Recipient API) but not sync to Paylocity, simply enable the field but leave the mapping dropdown set to “Not Mapped.”
• Flexible vs. Specific Fields:
  RedFlag provides 33 data fields. Some fields are flexible and can be used for general information (e.g., job title, department), while others are designed for specific data types (e.g., address, phone numbers, delivery channels).

Trigger Manual Sync to Begin Import

After completing the Paylocity configuration, navigate to More > Integrations > Paylocity and click the manual sync icon to manually trigger your first sync.

• The sync will execute on the next half-hour mark.
• You will receive an email notification once the sync completes.

Data Import Status Details and Manual Sync

Once the Paylocity API configuration is complete a manual sync has been triggered, navigate to More > Integrations > Paylocity to view your data import status. This section displays the last manual sync details, provides access to download an error report (if any errors occurred), allows you to initiate a manual sync, and lets you update the email address(es) that receive manual sync status notifications.

Ongoing Sync Behavior

After the initial sync, RedFlag automatically updates recipients for adds, updates, and deletes based on Paylocity webhook events. These webhook-based updates occur in real time — no manual action is required.

If you need to manually sync recipient data, you can initiate a manual sync at any time, as often as needed. 

Once triggered:

• The Paylocity Integration page will display the details of the last manual sync only (date/time, status, and error report if applicable).
• An email notification will be sent for each manual sync performed.

🛡️ Note: RedFlag does not currently provide a report of webhook event activity. This enhancement is on the product roadmap for future releases.