What can I learn from this page? | Guidance on how you can sync HRIS data from ADP using the Merge API |
Who is this guide for? | Account Admins |
Note: ADP integration via Merge is not currently compatible with customers using ADP’s newest product to market - ADP Workforce Now NextGen. Merge is hoping to have this option available in future.
About the Integration
This integration is powered by Merge API, a trusted tool that helps us connect with ADP directly to import your employee data. With Merge API, we're able to offer more integration options for our customers. Importing data from ADP is straightforward and doesn't require technical support. You can set it up quickly and easily.
How it Works
Data flows one way from ADP into Culture Amp. Any changes you make in Culture Amp won't go back to ADP.
Importing data from Adp using the Merge API uses the full import process. If there are employees in Culture Amp who weren't brought in from ADP, they'll be made inactive as former employees with their End Date set to the date of import.
Note: The default behavior for users left off your HRIS sync file is to set their end date to the import date, categorizing them as former employees. If you prefer that these users are treated as deactivated instead, just contact Culture Amp Support, and we can adjust the default setting.
Before You Start
Make sure you have access to the following accounts:
Your ADP instance
Your Culture Amp account with Account Administrator access
Step 1: Connect Your ADP Account
Log in to Culture Amp with an account that has Account Administrator access.
Go to Settings > Data Integrations.
Choose ADP from the list.
Click Continue Setup.
Once you've completed these steps, you'll see the integration setup dialogue.
Step 2: Setup ADP Role Authentication
To grant permission for accessing your report from ADP, follow these steps:
Create a service account in your ADP instance, using the account values displayed in the integration setup dialogue.
Once the service account is created, click the Submit button to proceed with the integration setup.
Step 3: Setting Up Field Mapping
After you've authenticated with ADP, you can map which fields you want to bring into Culture Amp. Remember, you can't edit or delete these later, so choose carefully.
If you do need to make changes, please contact our Culture Amp Support team via email: support@cultureamp.com to assist or ask to speak with a support specialist during your chat conversation.
If you want to map additional fields, here's how:
Choose Map Fields.
From the target field dropdown, select Employee.
Specify the details for the field you want to target (for instance, pronoun).
Select the matching field from ADP and click Save.
You can either save the mappings or click the + Field Mapping button to add more.
Note: The 'Manager ID', 'Manager Email', and 'Manager Name' fields will sync to Culture Amp automatically, so you don't need to manually map them. It's important to steer clear of manually mapping these fields to avoid any hiccups with your data. Just keep them unmapped, and you're all set!
Step 4: Active Integration
Once everything's set up, you'll see the integration screen. Data syncs happen automatically, but the first one might take 5 to 30 minutes; during this time, you won’t be able to sync data into Culture Amp. Feel free to navigate away from the page, as data syncing will continue to happen in the background. You can return to check on the progress later. After that, you can manually sync data whenever you need to.
Note: As part of our commitment to data security, only data relevant to your import and field mappings will be stored.
Step 5: Sync Data
When the data syncing is complete, click Sync Data to import data from ADP. It's a good idea to do this to make sure everything's syncing as expected.
If you want to wait and sync later, you can do it anytime manually:
Go to Settings > Users > Import Users.
Click Get Started.
Look for the Sync With Merge section at the top. Hit the Sync button.
Next, Culture Amp will check the data. If everything looks good, click Next.
Review the data. If there are any issues, check the troubleshooting section below or ask our Culture Amp Product Support team for help.
Hit Import Data to import the employees into Culture Amp.
After importing, click Go to Users to review the new users.
Alternatively, if you want to sync data from your HRIS into Merge first and then perform a Culture Amp sync, follow these steps:
1. Go to Settings > Data Integrations > Sync
2. While Merge is pulling the latest data from ADP, a syncing data page will appear.
3. After completion, click Finalise sync and follow the same steps as mentioned above in steps 2 to 7.
Setup Automated Data Syncs
You can set up daily auto-syncing of your employee data with CultureAmp. Auto-syncs help ensure your data is always up to date.
By default, auto-syncs are Off when you set up a new Merge Integration account.
To switch on auto-syncs:
From the Data Integrations page, click on the Off button.
A pop-up will appear. Confirm by clicking Turn on auto sync.
Once enabled, your data will sync daily during Merge's next cycle.
To turn off auto-syncing:
From the Data Integrations page, click the On button.
A pop-up will appear. Confirm by clicking Turn off auto sync.
Your auto-sync will be turned off.
Custom Field Limitations
This ADP integration has limited ability to consume all custom fields in your HRIS. The integration is only able to consume the following common model fields from ADP into Culture Amp:
remote_id
created_at
modified_at
employee_number
company
first_name
last_name
department
preferred_name
display_full_name
groups
work_email
personal_email
mobile_phone_number
employments
home_location
work_location
manager
team
ssn
gender
ethnicity
marital_status
date_of_birth
hire_date
start_date
employment_status
termination_date
avatar
remote_data
The integration offers custom mapping, as detailed earlier in this support guide. This lets you customize how demographics appear in Culture Amp.
If you have specific custom field needs beyond the common model list, reach out to our Culture Amp Support Team to explore your options.
Troubleshooting Integration Issues
To explore troubleshooting for additional common user import errors not addressed below, please refer to our guidance here.
For any hierarchy errors such as your import being blocked because there are employees assigned to managers that are not in your employee list, check out our support guide for troubleshooting assistance.
For further troubleshooting tips, check out our guidance below:
Switching from CSV Uploads to Integration
If you already have existing data in Culture Amp as a result of doing CSV uploads or using a different integration, then there are a few things to pay attention to:
When doing your first sync via the ADP integration, you could see errors related to matching employees. Please review the troubleshooting information in Duplicate Employees in Culture Amp section below.
When doing field mapping during the integration setup it is very important construct target demographics/fields accurately. For example: If you have historically used a demographic “TEAM” it is critical to map your data to that specific demographic. If you map to a field title that is similar but not exact e.g. “TEAM NAME” there is a risk that you will not see continuity in your data over time in the platform. This is possible to remediate but may initially be confusing if this error occurs. We would recommend keeping this in mind if you trend results in surveys for demographic groups over time. To avoid confusion from users about which demographic to use, we would recommend navigating to the Settings > Account Demographics page and deleting the old demographics after your first sync (this will not impact any previous survey results or comparisons).
Duplicate Employees in Culture Amp
Culture Amp will match employees in ADP to employees in Culture Amp based on the employees email address. If the same employee has a different email address in Culture Amp and ADP, duplicate employee profiles will be created in Culture Amp. Here is how to reconcile the duplicates:
Before Changes are Applied:
During the first sync, you'll get feedback on all employees to be created, updated, or deactivated on the Review screen. At this point, ideally, you'd stop the sync and update employee emails in Culture Amp to match those in ADP.
To update emails in Culture Amp:
Go to the Users page.
Click on the name of the employee you want to update.
Update their email.
Click Save and Exit to update.
Repeat for all duplicated employees.
Then, try the integration sync again.
Check out our support guide for further information.
After Changes are Applied:
If you didn't handle the duplicates during the first sync and duplicate employee profiles were created, you can clean the data using the following steps:
Deactivate the newest employee profile and remove their email (you'll need to assign a fake ID/email to Save).
Update the original user profile to match emails in ADP. This keeps the history on the existing employee record.
Check out our support guide for further information.
Sync Blocked to Protect Employee Privacy
Your automated daily sync might be blocked if Culture Amp suspects that one of your employees may have had their details mixed up with another. You will receive a notification of this via email.
If a combination of an employee's Name, Date of Birth, or Email is changed, the sync will be blocked. This is to prevent an employee from accidentally getting access to another employee's private information, such as performance reviews.
If you've intentionally changed the employee's details, you can run a manual sync to push through the change. Simply click Import data from the Settings > Users page and select Sync. Culture Amp will guide you through the rest.
Redaction of Sensitive Data
As part of this integration, Culture Amp has the ability to redact sensitive data at your request. If you need any fields to be disabled/redacted for your account please contact our Culture Amp Support team via email: support@cultureamp.com or ask to speak with a support specialist during your chat conversation and they will assist you in actioning this redaction.
Investigating and Resolving any Data Issues
Once the first integration has been performed and the integration history has been created, the first step when investigating data issues is to check the Import Summary Screen for your most recent import. This will provide information about the state of your integration.
To find this information, go to Account Administration > Import History and select your most recent import.
If there was a problem with your last import, you will either be able to view errors on this page or you will be prompted to run a manual sync to identify any problems.