Paychex is a cloud-based human resources software designed for small and medium-sized businesses. It helps manage employee data, onboarding, time off, and performance in one centralized system. When integrated with Connecteam, it ensures consistent and up-to-date employee information across both platforms.
This Article Covers
What Does the User Sync Integration Do?
The Paychex user sync integration automatically synchronizes user data between Paychex and Connecteam, minimizing manual effort and ensuring data consistency.
Here’s what it does:
New Users: When a new user is added to Paychex, they are automatically imported into Connecteam as Pending Approval.
User Updates: Any changes to a user’s information in Paychex (e.g., name, phone number) appear in Connecteam as an Update User approval request.
User Deletion/Archiving: When a user is deleted in Paychex, they are archived in Connecteam.
Prerequisites
Before you begin:
You must have an Owner role in Connecteam to set up this integration. Admins cannot complete setup.
Your Connecteam account must be on at least a Basic Plan in any of the hubs to access this feature.
Step-by-Step Integration Guide
Part 1: Connecting to Paychex
To connect Connecteam with Paychex, follow these steps:
Navigate to User Integrations
From your Connecteam dashboard, go to the Users page.
Click the Add Users dropdown menu.
Select User Integrations.
Select Paychex
On the User Integrations page, find Paychex in the list of available integrations.
Click Connect next to it.
Approve Integration Permissions
A pop-up will explain what the Paychex integration does.
Click Connect to Paychex to proceed.
Authenticate with Paychex
You’ll be redirected to a Paychex login page.
Log in and grant Connecteam the required permissions.
Confirm Connection Success
Once complete, you’ll return to Connecteam.
A Connection successful message will appear. Click Continue to setup.
Part 2: Setting Up the Integration
Review the Integration Sync Logic
You’ll be redirected to the Integration Setup page.
The page summarizes how data sync works:
When users are added in Paychex → They are imported into Connecteam.
When users are updated in Paychex → The updates appear in Connecteam.
When users are deleted in Paychex → They are archived in Connecteam.
New users appear in Connecteam as Pending Approval.
Click Next to continue.
Map User Fields
On the User Field Mapping page, define how Paychex data maps to Connecteam.
Default mappings include:
Paychex: First Name → Connecteam: First Name
Paychex: Last Name → Connecteam: Last Name
Paychex: Mobile Phone → Connecteam: Mobile Phone
Mandatory fields: First Name, Last Name, and Mobile Phone.
Click + Add Field to map additional data.
Click the trash icon to remove a mapping.
Unmapped fields will be ignored during sync.
When done, click Complete.
Finish Setup
A Setup Completed confirmation will appear.
Click Got it.
Part 3: Managing Pending Approvals
Once connected, user changes from Paychex appear under Pending Approvals in Connecteam. This lets you review and approve updates before they’re applied.
Access Pending Approvals
From the Users page, click Pending Approvals (next to the Admins button).
Understand User States
You’ll see items grouped by their source and required action:New User (from Paychex): A new employee added in Paychex. Approve to create their profile in Connecteam.
Match with Existing User (from Paychex): A new Paychex user matches an existing Connecteam user (based on mobile number). Choose Match to link or Create as new if they are separate individuals.
Update User (from Paychex): A user already linked between Paychex and Connecteam has updated information. Approve or Ignore the update.
Invite Link User (from Connecteam): Users who joined via an invite link, not from Paychex. Approve to add them to your active users.
Action Approvals
Approve: Accept a new user, match profiles, or apply updates from Paychex.
Ignore: Dismiss the new user or update.
Approve All / Ignore All: Apply actions to all items in bulk.
Important Notes
Every change to a synced user’s data in Paychex generates an approval request in Connecteam.
Once a user is approved or matched, future updates appear as Update User (username) in Pending Approvals.
The integration continuously syncs user data after setup.
FAQs
Q: Who can set up the Paychex integration?
A: Only Connecteam account Owners can set it up.
Q: What happens if I ignore an update?
A: The user’s profile in Connecteam will remain unchanged.
Q: How often does the sync run?
A: The integration continuously syncs data after setup, ensuring both systems remain updated.
Q: What if I see an error while connecting?
A: Ensure your Paychex credentials are correct and that your Connecteam plan includes integrations. If the issue persists, contact Connecteam Support.
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