Paylocity to EHS Insight - Keep Safety in Sync

How does Paylocity to EHS Insight work?

We use Paylocity's API and our own framework to maintain, orchestrate, and monitor data integrations. We integrate standard Paylocity employee records, job and department data, employment status fields, and even fields custom to your business. On the EHS Insight side we use their RESTful API to keep users, departments, and your business hierarchy in step with HR.

After data is pulled via the API, we synchronize the two data systems following the rules your business needs. Once the integration is built, we monitor, fix issues as they happen, and ensure data reliably moves from Paylocity to EHS Insight.

Why does rapid user onboarding matter for your safety systems?

Compliance with regulatory standards is a real business risk. When you hire employees but your HR and IT processes can't keep up, the business encounters productivity slowdowns or an unnecessary compliance risk with new employees. We think the best solution is to automate user lifecycle management directly from the source of truth, Paylocity (your HRIS). New employees need access to:

• Safety training assignments
• Incident reporting & review
• Compliance reporting

When the roster drifts from HR reality, all three break:

• New hires don't appear, so their required training never gets assigned. Nobody notices until an audit finds noncompliance.
• Terminated employees linger with open training assignments, dragging completion rates down.
• Supervisor changes in Paylocity don't reach the safety system, so incident follow-ups land with the wrong person, or nobody at all.

AutoIDM can automate your data entry from Paylocity to EHS Insight. This integration makes your people system the single source of truth for who's in the safety system:

• Users - created when someone is hired, updated when their details change, and disabled when they leave. Hire dates carry over, which matters because training due dates key off them.
• Ahead of day one - accounts can be enabled a couple of weeks before a start date, so orientation training is assigned and waiting before a new hire walks on site.
• Supervisors - the reporting line from Paylocity is resolved to the right EHS Insight user, so incident workflows route correctly.
• Departments and hierarchy - your org structure syncs as both the department list and the business hierarchy that scopes permissions and reporting. When HR renames or retires a department, EHS Insight follows.
• Sign-in - users are set up for SSO, so employees use the company account they already have.

What about getting everyone on the same page in HR and IT? What's the project plan look like?

Getting the left hand to know what the right hand is doing in business is complicated. At AutoIDM, we have established a proven process to make sure everyone in your business is on the same page. The Paylocity to EHS Insight (and our general integration process) is adjusted depending on your needs, but it follows these main points.

1. Initial Meeting - (30 min) Bring all stakeholders together to align on the timeline, expectations, and responsibilities.
2. Access - (30 min) Architect a secure solution that gives AutoIDM access to what we need while keeping your IT team in control.
3. Business Rules - (1 hour) Align Paylocity with EHS Insight, build the rule set, and define the testing plan.
4. Testing - (~2 hours) Iterate with your champion to validate the integration and resolve issues quickly.
5. Deployment - Final deploy and full support for any adjustments or changes. Paylocity to EHS Insight is now up and running.

Business rules is where the edge cases get settled. What happens when a former employee comes back as a contractor and still needs their training history? Which accounts should the automation never touch? We'll capture those decisions in writing so HR, IT, and your EHS team are working from the same playbook.

Pull data from Paylocity: Review Paylocity's API documentation here. Note that API access isn't self-service: a company admin submits a web services access request through your Paylocity account manager, and Paylocity issues OAuth client credentials once approved. At AutoIDM we use a regular HTTP client library, specifically Python's requests library. Once you have data from Paylocity, you need to get it into EHS Insight.

Match up accounts: Once you've got employee data from Paylocity, you'll need to match it up to EHS Insight users. This can be done by tracking an external ID or fuzzy matching on name or email address. Store the Paylocity employee ID on the EHS Insight user so the link survives name and email changes.

Map data and push to EHS Insight: EHS Insight exposes a RESTful API with OpenAPI documentation, available through their support and developer program. Note that users, departments, and the business hierarchy are separate objects. Departments need to exist before you can reference them from users, and record updates require you to maintain all field values. You'll need to figure out record lifecycles: what happens when employees join, leave, change supervisors, etc.

Operationalize: After you've got the logic figured out, you'll want to set up monitoring to catch errors, alerting to let your team know when something requires their time, and training for the technicians who will be responsible for the automation. You'll also want to educate your HR and safety teams about what to expect and how to get support.