ADP Workforce Now
Bring your people data from ADP Workforce Now into MuchSkills. Your ADP Workforce Now administrator gives MuchSkills read-only access, and we map the fields and run the sync. The set-up is part of your MuchSkills implementation.
- Who
- Your ADP Workforce Now administrator, with our CTO
- How it connects
- Custom set-up, part of your implementation
- Sync
- Every 5 hours, or on demand with Sync Now
- Access
- Read-only
How to
How it works
MuchSkills reads from ADP Workforce Now on a schedule. New starters, leavers, manager changes and department changes arrive at the next sync, with no manual work on either side. Nothing is written back to ADP Workforce Now.
Before you start
- A ADP Workforce Now administrator on your side, or your ADP Workforce Now implementation partner.
- A list of who should be in MuchSkills: everyone, or a selection by country, company, department or worker type.
- Your field names. ADP Workforce Now installations name custom fields differently, so have your field list to hand for the technical session.
- ADP API Central. ADP sells API access for Workforce Now as an add-on called API Central, bought on the ADP Marketplace. Check with your ADP account team that you have it.
Steps
In ADP Workforce Now
Your ADP administrator does this in ADP API Central, an add-on to Workforce Now that your organisation buys from ADP. The labels come from ADP's API Central Quick Start Guide. ADP Workforce Now documentation
- Check that you have ADP API Central. It is an add-on to Workforce Now, bought on the ADP Marketplace. Once it is active, your administrator signs in at api-central.adp.com.
- Create a project. Go to Projects and select Create a project. Give it a clear name, such as MuchSkills people sync, because projects cannot be deleted. Select Next, choose the use case Employee Demographic Data (Read Only) and select Create Project.
- Add photos and time off if you share them. In the project, use the Need more APIs link to add the worker photo API and, if you share absence, the time off requests API.
- Create the security certificate. Select Certificate in the menu, then Request Certificate, and follow the wizard. Save the private key when the wizard shows it, because ADP cannot show it again. The wizard also accepts a certificate signing request created elsewhere; we agree which way to use in the technical session.
- Keep sensitive data masked. In Workforce Now, select Setup, then Access Permissions under Security, then Manage Profiles. Open the profile with your project's name and check that everything on the 2. Sensitive Personal Information tab stays masked. MuchSkills does not need it.
- Collect the connection details. Open the project with View project and copy the Client ID and Client secret. Download the signed certificate (the .pem file) from the certificate card, and keep its private key with it if you created the key in the wizard.
With MuchSkills
- Send us the connection details. The credentials and connection details from the steps above, your field list and your scope, through a secure channel we agree.
- Join the technical session. Your ADP Workforce Now administrator and our CTO map the fields and test the connection together.
- Check a first sync. We sync a handful of people or one department. You check their names, managers, departments and any tags in MuchSkills.
- Widen the scope. We switch the sync on for everyone in scope. From then on it runs every 5 hours.
Check it worked
- Team/Org › Members lists the people in scope.
- The people in scope have an invitation to create their MuchSkills profile.
- Managers see their direct reports in My Circle.
Benefits
What you get
- ADP Workforce Now stays the source of truth. People data is entered once, in ADP Workforce Now, and MuchSkills follows.
- A skills layer on your HR system. Skills, certifications and project history sit next to the people records you already trust.
- Clean data for planning. Reporting lines, departments and tags arrive ready for filtering, gap analysis and Team Builder.
Important to know
Important to know
What syncs. Only name and email are required. Sync as many of the other fields as you can, because each one makes MuchSkills more useful.
| Field | Needed | Used for |
|---|---|---|
| First and last name | Required | Profiles, search, every view |
| Required | Matching and sign-in. Must be the address people sign in with | |
| Job title | Recommended | Profiles, roles, Discover |
| Manager | Recommended | Reporting lines, My Circle, reports. MuchSkills maps it from ADP Workforce Now automatically |
| Department | Recommended | Departments and filters |
| Employee status | Recommended | Deactivating leavers |
| Location or country | Recommended | Filters and scoping |
| Profile photo | Recommended | Profiles and the org chart |
| Worker type | Recommended | Filtering, for example employee or contractor |
| Absence | Recommended | Availability in Team Builder and My Circle. Dates and percentages only |
| Other fields | Optional | Any field can become a filterable tag, for example legal entity, team or cost centre. Agree them with us first |
Data MuchSkills does not accept. These are blocked when data arrives and never stored, even if the source includes them: age or date of birth, salary or other compensation data, performance ratings, and political, religious or health data.
Who is included. Limiting what the integration user can see in ADP Workforce Now is the preferred way, so nothing outside your scope leaves your system. The fallback is a country filter in MuchSkills; records outside it are ignored and not stored. Your security or compliance team decides which fits your rules.
Leavers are deactivated, not deleted. Project history and certificates stay on record.
Our IP addresses. MuchSkills always connects from the same two addresses: 13.51.77.53 and 16.170.107.61. If ADP Workforce Now or your network limits access by IP address, add both to the allow list.
Common errors
Troubleshooting
| What you see | Why | What to do |
|---|---|---|
| Some people are missing | They are outside what the integration user can see in ADP Workforce Now, or outside the scope filter | Check the integration user's permissions and the scope |
| Managers are missing or wrong | The manager is outside the scope, or has no manager set in ADP Workforce Now | Check that every manager is in scope and that reporting lines are filled in in ADP Workforce Now |
| A person appears twice | Their ADP Workforce Now email differs from the address they signed up with | Align the email in ADP Workforce Now, then contact support |
| The connection is refused | ADP Workforce Now or your network limits access by IP address | Add 13.51.77.53 and 16.170.107.61 to the allow list |
| The sync stopped | The ADP certificate expired, or the API Central project was changed | Renew the access in ADP Workforce Now and send us the new details securely |
Frequently asked questions
ADP Workforce Now is not listed in MuchSkills, or shows as Contact us. Can we still connect it?
Yes. ADP Workforce Now is connected as a custom set-up rather than from a form, because every installation is configured differently. Email support@muchskills.com or use the chat, and we book the technical session.
Do we need middleware or an integration platform?
No. MuchSkills reads directly from ADP Workforce Now over HTTPS. Your team only creates the read-only access described on this page.
Can we leave out some countries, companies or groups?
Yes. The preferred way is to limit what the integration user can see in ADP Workforce Now, so only people in scope ever leave your system. If that is not possible, MuchSkills can filter by country as records arrive and ignore the rest without storing them.
Can we test with a few people first?
Yes. The first sync can be limited to a handful of people or one department. You check the result, then we widen the scope. There are no separate test tenants.
How often does it sync?
Every 5 hours. An Owner or Admin can also run a sync at any time with Sync Now.
What happens to people who leave?
They are deactivated at the next sync, never deleted. Their project history and certificates stay on record, which matters for compliance.
Do you import absence reasons?
No. If you sync absence, MuchSkills takes only the dates and the percentage of time away. Reasons such as sick leave are never imported.
How do we send the credentials safely?
Through a secure channel we agree with you in advance, such as a password manager share. Never by plain email.