Enable the ADP Employee Sync
Once an edition of the Litmos app has been purchased from the ADP Marketplace, an ADP administrator can enable the ADP Employee Sync. However, before the Employee Sync can be enabled in Litmos the ADP administrator must give Litmos consent to acquire employee information from ADP. This can be completed in two ways:
a) Access the "Connection Request" email that was sent to the ADP administrator's inbox when the Litmos app was purchased from the ADP Marketplace, and click "Initiate Consent".
b) Log into ADP to access the Consent Manager List and grant consent to Litmos LMS. Litmos will move into the "Allowed Consents" section once this is completed.
Consent Manager List:
IMPORTANT NOTE: Once the ADP Admin has given consent to share employee information with Litmos LMS, the ADP Administrator will need to cross-reference the following information in ADP before performing the first ADP Employee Data Sync into Litmos:
1) Ensure that ADP Event Notifications are enabled for the Org.
2) Ensure that the correct Practitioner permissions have been configured to allow the integration user (ADP admin) an ability to view and edit all the required fields for employee sync.
3) Ensure that ADP employees who already have Litmos profiles will be synced into those profiles, and that no duplicate profiles will be created for those individuals.
IMPORTANT NOTE: All ADP employees are created in Litmos, even terminated and inactive employees. These individuals will be created in Litmos as "inactive" Learners and will not have login access.
IMPORTANT NOTE: The ADP Employee sync has been designed to have the ADP work email field value transfer into Litmos as the Litmos username for all individuals. Therefore, it is important to make sure that your employees in ADP have a work email address, that this work email address matches the existing Litmos username for any person who may already exists as a Learner in Litmos before the 1st ADP employee sync, and that the Practitioner permissions allow access to view and edit the work email address. If the work email field in ADP is blank for any individual, or perhaps this field cannot be accessed by the ADP admin or shared via the API, then the ADP Associate ID will be used as the Litmos username when creating/syncing a Litmos profile. In this scenario, please ensure that the ADP Associate ID field value matches an existing Litmos username to avoid creating duplicate profiles.
To proceed with enabling the ADP Employee Sync, a Litmos Account Owner will log into Litmos and access the "Integrations" tab within the "Account" tab. The ADP integration listing can be accessed under the "3rd Party Integrations" section.
Here, the ADP administrator will click on the ADP listing to open a new pop-up window. The "Enable Employee Sync" option will display in this window.
ATTENTION: Before activating the ADP employee sync, it is important to cross-reference employees in ADP against existing Litmos profiles to ensure that ADP employee records will properly sync up to existing Litmos profiles and avoid creating duplicate profiles.
The first step towards activating the sync is to ensure the ADP employee sync is enabled:
Once "Enable Employee Sync" is checked, another checkbox option will appear to "Sync Future Hires". This is an optional step.
The "Sync Future Hires" setting is an additional sync setting which will sync employees from ADP into Litmos who have a hire date that is future dated. In order to use this feature, an ADP Admin must build a custom "List" (People tab > Personal Information > Personal profile under Employee search click All Employees >> Manage My Lists) in ADP titled, "FutureHiresLitmos" with the properties shown below:
- List Privacy = Public List
- Future New Hires = Include
- Field Name = New Hire Flag
- Comparison = Is Equal To
- Field Value = Yes
Next, an Account Owner can proceed to configure a custom field mapping of employee fields from ADP to Litmos. This is an optional step.
The fields available for mapping are hard-coded with the out-of-the-box integration. These fields can be mapped to the generic Litmos custom fields on the user profile. The fields that can be mapped from ADP include:
- Reports To
- Hire Date
- Job Code
- Worker Type Code
- Home Organizational Units
- Standard Hours
- Assigned Work Locations
- Reason Code
Once an Account Owner has configured the custom field mapping for any additional ADP employee fields, the Account Owner will press "Save Changes". Once the changes are saved, the Account Owner can proceed to select "Sync ADP Data Now". This is a required step.
In this initial system sync, all ADP employees will be created in Litmos and all applicable ADP employee information will be updated for each employee that was just created in Litmos.
When the sync is processing, a new "syncing" spinner will appear along with a new "Sync ADP Data Now" button.
At this time, the "Sync ADP Data Now" button will be unavailable to use because the initial sync is processing. Once the initial sync has finished processing, the "Sync ADP Data Now" button can be used by Litmos Account Owners moving forward. When this button is clicked, Litmos will perform a real-time sync with ADP to find employees to create in Litmos, and update information in Litmos that has changed for synced employees.
The "Sync ADP Data Now" button should only be used when Litmos needs to retrieve new ADP employees and updated ADP employee information immediately. Otherwise, an employee sync will occur once-a-day automatically, so that Litmos Account Owners do not have to repeatedly execute manual syncs.
ADP Automatic Sync
Once the first ADP sync is initiated from within Litmos, ADP will send Litmos notifications each day relating to certain employee profile updates. To add, Litmos will only receive notifications relating to ADP employees that are already synced to Litmos, and only for fields that are synced with this ready-made integration.
If Litmos receives a notification that an employee record was updated, Litmos will retrieve the current employee field data for that individual. If Litmos does not retrieve current employee data for a synced employee, it is because Litmos did not receive a notification of an employee update.
Here is the complete list of the ADP information that can be updated in Litmos for each Learner during each system sync. It is important to recognize the significance of the Work Email and Associate ID fields and review these field values for employees in ADP before performing a sync, since these fields are key to integration's user creation and use user sync processes:
- First Name
- Last Name
- Work Email - (This becomes the Litmos "username" for all ADP employees created in Litmos)
- Work Address (field not available from ADP Vantage HCM)
- Work City (field not available from ADP Vantage HCM)
- Work State (field not available from ADP Vantage HCM)
- Work Zip (field not available from ADP Vantage HCM)
- Work Country (field not available from ADP Vantage HCM)
- Work Phone
- Mobile Phone
- Employment Status (This can be active, inactive or terminated in ADP. If an employee is terminated or inactive for all work assignments, that employee will be inactive in Litmos. If however an employee has at least one active work assignment, that employee will be active in Litmos.)
- Associate ID - (This becomes the Litmos "username" if no work email address exists on the employee record in ADP. In this scenario, the Litmos email field will be blank because there's no work email address to absorb into Litmos. Beware that this will affect email communications from Litmos.)
IMPORTANT NOTE: Employees that are considered "future hires" will not be created in Litmos until the actual hire date passes and the sync is manually ran from within Litmos (if the sync new hires feature has not been setup).
IMPORTANT NOTE: Currently, ADP does not offer event notifications for employee work addresses or titles, and so these are not automatically updated in Litmos.
Once an employee sync is done processing, a sync log will become available for review under the "Recent Imports" Panel within the "People" tab in Litmos. This sync log will be visible to the Litmos Account Owner who enabled the employee sync.
IMPORTANT NOTE: The custom fields mapped from ADP to Litmos will appear in the custom field columns of the import file.
IMPORTANT NOTE: The Litmos system provides ready-made email templates that include "placeholders", which can be used in the email body to populate information dynamically. By default, many of these placeholders are already included in the email body to dynamically generate user information or links into the body of the email. Please ensure that the LOGIN_LINK placeholders are removed from your email templates if you plan to use ADP SSO, or, if want to avoid users being routed to the Litmos login page where the may be forced to enter login credentials.
If you plan to use the ADP SSO that is offered with the Litmos app, we advise you replace the LOGIN_LINK placeholder with the SSO link:
Workforce Now customers will place this link into the emails:
Vantage customers will place this link into the emails: