Enable the ADP Employee Sync

To enable the ADP employee sync, a Litmos Account Owner will log into Litmos and access ADP integration listing from the “integrations” tab.

The ADP administrator will click on the ADP listing to open a new pop-up window, and proceed to “Enable Employee Sync” option, will display in this window.

Important Notes:

• The ADP sync is designed to have the ADP employee work email become a person’s Litmos username.

  • If the employee does not have a work email, the employee’s ADP Associate ID will be used as their username.

  • Once the username is created from ADP, it cannot be changed in Litmos. The username is used to identify records in Litmos with each subsequent employee sync that is invoked.

• If user records already exist in Litmos before the initial sync is invoked, please be sure to align the username values across systems to avoid creating duplicate Litmos user records in for employees. This applies to both work email address and associate Id. It is encouraged that all records populate username values from the same field.

Setup Custom Field Mapping

There is an optional feature for ADP custom field mapping. This allows an Account Owner to map certain employee fields from ADP to Litmos if the corresponding Litmos custom fields have been setup properly. These custom fields will be setup on the companyname.litmos.com/settings/messages page.

Once these have been setup, click the “map fields” button on the ADP integration page to begin mapping ADP employee fields to Litmos custom fields.

There are limited fields available for custom mapping because the list is predefined by Litmos. The fields that can be mapped from ADP include:

• Reports To 

• Hire Date 

• Job Code [ Job Title ]

• Worker Type Code [ Worker Category ]

• Department [Home Organizational Units]

• Business Unit [Home Organizational Units]

• Standard Hours 

• Assigned Work Locations [ Work Address (Personal Profile) ]

• Reason Code [ Reason for Hire ]

Important Note: [ ] = ADP field name

Once the custom field mapping for these additional ADP employee fields are selected, the Account Owner will press “Save Changes” to save the mappings. 

Initiate the ADP employee Sync 

WARNING: Before enabling this employee sync, please ensure that the usernames of any user records in Litmos match the ADP employee work email or the ADP employee Associate Id for the employee records they should sync to, otherwise, duplicate profiles will be created.

Additionally, the user that purchased the ADP connector will need to be the one to enable the employee sync in Litmos and perform the initial sync (See ADP Integration – Purchase and Configure the Integration for details). This user will need Account Owner access to get to Account Settings > Integrations > ADP, and this person should also be an ADP HR Practitioner with the necessary permissions needed to read and edit employee information in ADP.

This Account Owner can proceed to select “Sync ADP Data Now”. This is a required step in order to sync employee records.

Important Note: In this initial sync, all active ADP employees are created in Litmos. The generic fields and the custom mapped fields will populate with this sync. The generic fields are discussed below.

When the sync is processing, a new “syncing” loading icon will appear next to the “Sync ADP Data Now” button.

Once the sync has finished processing, the “Sync ADP Data Now” button can be used by Litmos Account Owners as needed for one-off sync jobs. Whenever this button is clicked, Litmos will fetch new and updated employee records to sync to Litmos. This button should only be used when Litmos needs to retrieve new hires or updated employee information immediately. The integration is designed to ensure that all Litmos tenants receive event notifications from the connected ADP org automatically, each day, to ensure all the employee information synced to Litmos remains current.

The following is the full list of employee fields that are fetched and updated in Litmos for each user record with the ADP integration:

• First Name

• Last Name

• Work Email

• Title

• Work Address*

• Work City*

• Work State*

• Work Zip*

• Work Country*

• Work Phone

• Mobile Phone

• Employment Status 

• Associate ID (this will become Litmos username if work email is blank).

Important Note: * designates fields that are not supported from ADP Vantage HCM API.

Automatic ADP Employee Sync

Each day, Litmos will fetch a list of all the employee event notifications that have been generated for each connected ADP organization. Litmos only processes event notifications relating to employees that already have a corresponding Litmos user record created unless the notification is regarding a new hire. In this scenario, the new hire is created in Litmos on that employee’s hire date. If Litmos receives a notification indicating that an employee record was updated, Litmos will retrieve the current information for that employee in ADP.

The following is the list of employee event notifications that Litmos receives:

• /hr/workerInformationManagement/workAssignmentManagement/workAssignmentManagement/worker.workAssignment.standardHours.change.eventNotify.subscribe

• /hr/workerInformationManagement/workAssignmentManagement/workAssignmentManagement/worker.workAssignment.workLevel.change.eventNotify.subscribe

• /hr/workerInformationManagement/workerDateManagement/originalHireDateManagement/worker.workerOriginalHireDate.change.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/addressManagement/worker.legalAddress.add.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/addressManagement/worker.legalAddress.change.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/addressManagement/worker.legalAddress.remove.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/addressManagement/worker.personalAddress.add.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/addressManagement/worker.personalAddress.change.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/addressManagement/worker.personalAddress.remove.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/associateManagement/worker.deceased.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/associateManagement/worker.legalName.change.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/communicationManagement/worker.businessCommunication.email.add.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/communicationManagement/worker.businessCommunication.email.change.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/communicationManagement/worker.businessCommunication.email.remove.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/communicationManagement/worker.personalCommunication.email.add.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/communicationManagement/worker.personalCommunication.email.change.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/communicationManagement/worker.personalCommunication.email.remove.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/lifecycleManagement/worker.hire.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/lifecycleManagement/worker.onLeave.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/lifecycleManagement/worker.rehire.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/lifecycleManagement/worker.terminate.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/workAssignmentManagement/worker.workAssignment.homeOrganizationalUnits.modify.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/workAssignmentManagement/worker.workAssignment.terminate.eventNotify.subscribe

• /hr/workerInformationManagement/workerManagement/workRelationshipManagement/worker.reportsTo.modify.eventNotify.subscribe

If Litmos does not process a certain update for a synced employee record, it’s because Litmos did not receive a notification related to that employee change. Click here to view the full list of ADP event notifications that are supported.

Important Note: If you require additional fields to be updated automatically, please ensure the event is available as an event notification from ADP and please bring it forward to Litmos customer support.

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 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.

If you plan to use ADP SSO ONLY for access to Litmos Training, please ensure that the LOGIN_LINK placeholders are removed from your email templates else 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 underneath the icon: 

https://api.litmos.com/v2/adp/login

• Workforce Now Canada customers will place this link underneath the icon: 

https://integration.litmos.com/adp/LoginCA

• Vantage customers will place this link underneath the icon: 

https://api.litmos.com/v2/adp/loginVantage 

Important Note: For customers that choose to setup SSO into Litmos from the ADP Marketplace, please be aware it is possible for an employee’s personal email address to become a Litmos user record’s “Username”. This happens when a user is created just-in-time through the marketplace single-sign on, and there is no work email for that employee record in the ADP marketplace. To avoid this, it is recommended that the Litmos app tile in the ADP Marketplace is hidden from employees until the Account Owner has completed the initial employee sync to Litmos to create all the employees’ user records in Litmos.