How to Connect & Use ADP Workforce Now with YourMedSoft
Complete step-by-step guide to integrate ADP Workforce Now with YourMedSoft. Learn how to connect ADP Workforce Now, control Data In and Data Out, add records via + Add Data or CSV upload, and manage synced data in Payroll & Earnings.
To connect ADP Workforce Now to YourMedSoft, open Integrations & Sync (/portal/settings?tab=integrations), locate ADP Workforce Now, and click "Connect". Once connected, the Sync & Data Control Hub opens automatically so you can pull clinician profiles, specialties & hourly pay rates into Payroll & Earnings (/portal/payroll), push approved timesheets, regular/ot hours & gross pay out to ADP Workforce Now, or add records via "+ Add Data" and CSV upload.
What You Need Before Starting
- Active YourMedSoft account with Administrator or Coordinator role.
- Active account on ADP Workforce Now (API token optional — free CSV Batch / Sandbox Mode supported).
- Configured clinical roster or facility rate sheets in YourMedSoft Foundation.
Clinical & Regulatory Compliance Standards
- HIPAA & HITECH Data Safeguards: All API payloads transmitted between YourMedSoft and ADP Workforce Now are encrypted in transit using TLS 1.3 with AES-256 encryption. PHI is strictly minimized according to minimum-necessary privacy rules.
- FLSA & Department of Labor Compliance: Overtime thresholds (daily >8 hrs in CA/NV/AK and weekly >40 hrs federal) and shift differentials are validated prior to payroll batch transmission to prevent wage and hour violations.
- Deduplication & Transaction Integrity: Automated idempotency keys prevent double-counting of timesheets, invoices, applicants, or clinician records during network retries.
Step-by-Step Instructions
Open Integrations & Sync & Locate ADP Workforce Now
Log in to YourMedSoft with an Admin or Manager account. Click "Integrations & Sync" in the left navigation sidebar (or go to Settings > App Marketplace & Integrations). Search for "ADP Workforce Now" or filter by the "Payroll & HR" category pill.
Connect ADP Workforce Now (Live API Token or Free CSV / Sandbox Mode)
1. Obtain Credentials: Log in to your ADP Workforce Now admin or developer console and copy your API Key / Access Token (and Account or Vendor ID if applicable). 2. Configure in YourMedSoft: Paste your ADP Workforce Now token below, or leave the API Key blank to connect in free Sandbox Mode for testing. 3. Custom Endpoint (Optional): If your organization uses a custom ADP Workforce Now subdomain or webhook listener, enter it in the Custom Base URL / Webhook field.
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Pull Data In (Inbound API Sync or CSV / JSON Upload)
Immediately after connecting, the "ADP Workforce Now Two-Way Sync & Data Control Hub" opens automatically on the "Import (Data In)" tab. Click "Import from ADP Workforce Now" to pull clinician profiles, specialties & hourly pay rates via API, or use "Upload CSV / JSON File into Clinician Staff Roster" to batch-import records directly into Payroll & Earnings (/portal/payroll).
Create & Push New Records (+ Add Data Tab)
Switch to the "+ Add Data" tab inside the ADP Workforce Now Sync Hub (or click "+ Add Data" on the Connected Integrations bar inside Payroll & Earnings). Fill out the quick form to create a new record in YourMedSoft and simultaneously push it out to ADP Workforce Now.
Push Data Out (Outbound Sync & Formatted CSV Batch Export)
Open the "Export (Data Out)" tab in the Sync Hub (or click "Push Data Out" from Payroll & Earnings at /portal/payroll). Select your active billing cycle or pay period, review the live record counts (Approved Timesheets & Payroll Runs), and click "Export to ADP Workforce Now" for direct API transmission or "Download CSV Batch" for manual upload into ADP Workforce Now.
Configure Auto-Sync Rules & Verify HIPAA Audit Logs
Open the "Data Controls" tab to toggle Auto-Sync Data In (Inbound), Auto-Sync Data Out (Outbound), Sync Frequency (Real-time, Hourly, Daily, Manual), and Duplicate Record Handling. Switch to the "Sync Logs" tab at any time to inspect timestamped inbound/outbound receipts.
Pro-Tips & Best Practices
- Use the Connected Integrations bar at the top of Payroll & Earnings (/portal/payroll) to trigger 1-click "Pull Data In", "Push Data Out", or "+ Add Data" without leaving your workspace.
- If your ADP Workforce Now plan does not include API access, leave the API key blank to use CSV upload in "Import (Data In)" and formatted CSV batch downloads in "Export (Data Out)".
- Use the "Sync Logs" tab to verify timestamped inbound and outbound sync receipts for HIPAA and Joint Commission audits.
Troubleshooting & Operational Edge Cases
Issue: ADP Workforce Now shows "Sandbox Mode" instead of "Live API Verified"
Operational Resolution: This means ADP Workforce Now was connected without an API key. While Sandbox Mode lets you upload CSV/JSON files and test "+ Add Data" immediately, to enable live API calls open ADP Workforce Now > "Manage Data & Sync" > "API Key" tab, paste your ADP Workforce Now token and Account/Subdomain ID, and click "Save & Verify API Key".
Issue: Timesheet, candidate, or payroll batch rejected by ADP Workforce Now
Operational Resolution: Check that all records in the batch have matching identifiers or email addresses in ADP Workforce Now, or use the "Download CSV Batch" button in the "Export (Data Out)" tab for direct file import into ADP Workforce Now.
Issue: Where do my imported records from ADP Workforce Now appear?
Operational Resolution: Imported records from ADP Workforce Now are saved directly into Clinician Staff Roster. Click the "Payroll & Earnings" link inside the "Import (Data In)" tab or navigate to /portal/payroll in the left sidebar.
Frequently Asked Questions & Troubleshooting
What happens immediately after I save and connect ADP Workforce Now?
As soon as you click Connect, YourMedSoft pins ADP Workforce Now to your "Your Active Integrations" command center at the top of Integrations & Sync, adds a 1-click control bar inside Payroll & Earnings (/portal/payroll), and automatically opens the 7-tab Sync & Data Control Hub with a "What Happens Next" walkthrough.
Where do I control Data In, Data Out, and add new data for ADP Workforce Now?
In the ADP Workforce Now Sync & Data Control Hub (accessible from Settings > Integrations & Sync or the bar at the top of Payroll & Earnings): use "Import (Data In)" to pull records or upload CSV/JSON files, "Export (Data Out)" to push approved timesheets & payroll runs or download CSV batches, "+ Add Data" to create and push individual records, and "Data Controls" to configure automatic sync rules.
What specific data flows between YourMedSoft and ADP Workforce Now?
The two-way integration handles: (1) Inbound (Data In): Import active healthcare workers, department codes, and pay rates -> routed to Payroll & Earnings (/portal/payroll). (2) Outbound (Data Out): Export approved timecards and shift differentials to ADP batches -> sourced from Approved Timesheets & Payroll Runs.
Does connecting ADP Workforce Now incur any additional fees in YourMedSoft?
No. YourMedSoft provides native integrations with zero per-connection surcharges and zero middleware fees. You can connect using your ADP Workforce Now API key or use free CSV Batch / Sandbox Mode.
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