Integration with Paychex Flex

Effortlessly integrate with Paychex Flex to populate your Awardco platform and keep it up-to-date with Awardco's HRIS Sync. This integration enables seamless management of employee data, ensuring recognition programs, approvals, and permissions are always accurate and timely.

Warning: If you already have employee data in your platform, please confirm that the Employee IDs you will be using in your new data feed are consistent with your current user data. Failure to do so can result in duplication of users, recognition errors, and loss of data integrity. 
 

1. Value
2. How to Implement
3. General Settings
   • Advanced Settings
4. Mapping Settings
   • Supported Fields
   • Adding Metadata Fields
5. Important Notes

Value

Integrating Paychex Flex with Awardco brings several key benefits:

• Seamless Data Sync: Automatically synchronize employee data, such as hires, terminations, and role changes between Paychex Flex and Awardco, keeping recognition programs accurate and up-to-date.
• Automated Employee Milestones: Automatically recognize employee anniversaries and other milestone achievements based on employment records from Paychex Flex.
• Reduced Manual Effort: Save time by eliminating the need for manual data entry, reducing potential errors and ensuring data accuracy.
• Centralized Data Management: Use the updated employee data for recognition programs, approvals, user roles, and permissions, streamlining workflows.
• Accurate Budget Allocation: Ensure rewards and incentives are accurately distributed based on up-to-date department, location, and role information.

How to Implement

Note: This is a paid feature. Contact an Awardco representative to enable the Paychex Flex integration before proceeding.

To set up the integration with Paychex Flex, follow these steps:

1. Log into Awardco with admin credentials.
2. Select the Admin button at the bottom of the left navigation menu.
3. Navigate to the Integrations Library within the admin portal.
4. Find and select Paychex Flex.
5. Click Setup Paychex Flex.
   
   
    
6. Click Continue to agree to the terms of service and privacy policy.
7. Review the permissions requested by Awardco and click Continue again.
8. Connect your Paychex Flex account by inputting your email and password. Click Connect.
   
   
    
9. Follow the linked instructions to create an API token for Awardco.
10. Once the API token is created, check the box next to “I’ve completed these instructions.”
11. A success message will confirm the connection. Click Next to finalize the settings.
    • Would you like to archive employees that are inactive in Paychex Flex?
      • Do Not Archive Employees
      • Archive Employees (Recommended)
    • Should the employee’s email address in HRIS Sync override any email address entered in their profile settings?
      • Do Not Override Awardco Emails
      • Override Awardco Emails
    • How frequently would you like to import employee information?
      • Daily
      • Weekly
      • Monthly
    • Would you like to run a manual import right now?
      • Running a manual import is required before enabling automatic imports. It may take several minutes to complete.
      • Selecting “Skip for now” will not run the import; a manual import will need to be performed later from the ‘General Settings’ tab.
      • If the manual import is successful, a notification will confirm the import, along with a breakdown of file changes such as new users, updated users, archived users, and restored users. Press Save Import.
    • You’re all set up! Would you like to start automatic imports now?
      • Pause Automatic Imports (Imports can be enabled later from the General Settings tab.)
      • Start Automatic Imports

General Settings

After setup, adjustments can be made in the General Settings tab of the Paychex Flex integration page:

• Manual Import: Run a manual import to update employee data. This is required before enabling automatic imports.
• Automatic Import Frequency: Choose how often employee data is imported—daily, weekly, or monthly.
• Pause/Resume Automatic Imports: Use this button to pause imports temporarily if needed to troubleshoot data issues, or resume imports once resolved.
• User File Preview: Download a CSV file of user data to review for accuracy.

Advanced Settings

Advanced settings provide more control over how data is imported from Paychex Flex:

• Archive Employees: Automatically remove employees who are no longer in the data imports (recommended).
• Hire Date Priority: Determines which hire date to use for awards like Service Awards or Onboarding Awards. Select Original Hire Date to retain the first hire date, or Latest Hire Date to update the hire date with each import.
• Override Emails: Overwrite employee email addresses with updated data from Paychex Flex during each import.
• Add Plus to Phone Numbers: Automatically add a “+” prefix to phone numbers if it’s not already present in the imported data.
• Override Hire Date: Replace the existing hire date in Awardco with the hire date from Paychex Flex.
• Employee IDs: Choose to import employee IDs from Paychex Flex or generate them within Awardco.
• Do Not Import Users: Set rules to prevent specific users from being imported. Contact Awardco support for assistance.
• Exclude Fields from Import: Specify any data fields (column headers) to exclude from the data import.
• Delete Integration: Disconnect the Paychex Flex integration and remove all settings. This action cannot be undone.

Mapping Settings

Configure how user data is mapped between Paychex Flex and Awardco. When selecting fields in the dropdown menus, you'll see both the field name and a sample value from your Paychex Flex data (the first populated value in that field) to help you easily identify the correct mapping.

Supported Fields

Below are the core and metadata fields accepted by the integration.

Core Fields

Metadata Fields

*Don’t see the field you need? Click here to provide feedback and request future support for additional fields.

Adding Metadata Fields

Custom metadata allows you to import additional user data that can be displayed in the platform or used to configure advanced settings, like program eligibility. To include additional metadata fields:

1. Click the + Add Metadata Field button at the bottom of the page.
2. Select the Paychex Flex field from the dropdown menu and input how you want the field name displayed in Awardco.
3. Click Save after making changes.

After a metadata field is added, click the three stacked dots next to the field to:

• Change Type: Make the field “Default”, “Associated” (used to link users to additional supervisor IDs for complex recognition approval workflows), or “Hidden” (used by Awardco for corporate gifting; this data will not be displayed on the platform).
• Delete the field.

Important Notes

• When using Credentials Authentication, a third-party user with the 'Accountant' role will be added in Paychex Flex
• If using API Authentication, you must create an API Token for Awardco (instructions provided during configuration of HRIS Sync)
• Clients may need to contact Paychex Flex for support in getting additional permissions to connect to HRIS Sync
• Email is always defaulted to be the user’s work email. If that is not present, personal email is used. If work email is present, a personal email is used as Secondary Email
• Phone Numbers must include a country code and start with a + symbol to work for Awardco’s SMS feature. A + symbol prefix can be automatically added for users if needed (HRIS Sync Advanced Settings)