Paylocity
Bring your people data from Paylocity into MuchSkills. Your Paylocity 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 Paylocity 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 Paylocity 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 Paylocity.
Before you start
- A Paylocity administrator on your side, or your Paylocity implementation partner.
- A list of who should be in MuchSkills: everyone, or a selection by country, company, department or worker type.
- Your field names. Paylocity installations name custom fields differently, so have your field list to hand for the technical session.
Steps
In Paylocity
Paylocity does not let administrators create API credentials themselves. An authorised contact at your company requests API access from Paylocity on a signed form, and Paylocity issues the credentials after reviewing the request. Paylocity may charge for API access; your account executive can tell you. The labels come from Paylocity's access request form and developer documentation. Paylocity documentation
- Ask Paylocity for API access. Contact your Paylocity account executive or client consultant and ask for the Paylocity Web Services Access Request Form. A Paylocity Authorized Contact at your company must fill it in and sign it. Ask about any API fees at the same time.
- Fill in your company and our details. Enter your Company Name and the Company ID (or Company Set ID) of each company whose people should be in MuchSkills, and your own technical contact. Under Vendor/Third-Party Contact Information, enter MuchSkills and the contact we give you. Under Request Type, choose new access for PRODUCTION, and describe the use case as a read-only sync of people data to MuchSkills.
- Request read-only employee access only. Under Open API Access, tick the Employee Demographic API, or under Get Employee choose Restricted (No Pay Rate, Additional Rates, or SSN). Add the Cost Center Codes API and Job Codes API so department and job names come through. Leave sensitive data, direct deposit, deductions, earnings, pay statements and every add or update item unticked, and leave the webhook section blank.
- Choose who receives the credentials. Under Who Gets the Credentials, put your own technical contact's address in Send API Credentials to this Email Address, and a monitored address in Automated API Renewal Email. Paylocity requires a new secret every 365 days and warns that address 10 and 5 days before the old one expires.
- Sign and return the form. Return all pages, including the signed signature page, to your Paylocity account executive or client consultant. Paylocity reviews the request and sends the client ID and secret to the address from step 4.
- Note your connection details. The client ID and client secret, the Company IDs (or Company Set ID) they cover, the environment (production), the APIs Paylocity granted and the date the secret expires.
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 Paylocity 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
- Paylocity stays the source of truth. People data is entered once, in Paylocity, 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 Paylocity 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 Paylocity 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 Paylocity or your network limits access by IP address, add both to the allow list.
Access goes through Paylocity. Paylocity issues API credentials after a signed request form, and its review can take several weeks. Start the request early, and ask your Paylocity contact whether there is a charge.
Common errors
Troubleshooting
| What you see | Why | What to do |
|---|---|---|
| Some people are missing | They are outside what the integration user can see in Paylocity, 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 Paylocity | Check that every manager is in scope and that reporting lines are filled in in Paylocity |
| A person appears twice | Their Paylocity email differs from the address they signed up with | Align the email in Paylocity, then contact support |
| The connection is refused | Paylocity 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 credentials expired, or the integration user was disabled or lost permissions | Renew the access in Paylocity and send us the new details securely |
Frequently asked questions
Paylocity is not listed in MuchSkills, or shows as Contact us. Can we still connect it?
Yes. Paylocity 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 Paylocity 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 Paylocity, 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.