TABLE OF CONTENTS

• How Paylocity sync works in Fieldclix
• What syncs and in which direction
• How records are matched between systems
• Sync details by object
  • Jobs (Build Plans → Paylocity)
    • Why job sync matters
    • Direction and schedule
    • Field mapping
    • What happens during each job sync run
    • Selection rules and skip conditions
    • Important behavior
  • Payroll Items (Paylocity → FCX)
  • Employees (Paylocity → FCX)
  • Departments and Job Titles (Paylocity → FCX)
  • Payroll time data (FCX → Paylocity)
  • Cost Rates (Paylocity → FCX)
• Configuration and support
• Questions & Answers

What this article covers: which Paylocity records correspond to Fieldclix (FCX) records, which way data flows, and the business rules of the integration — including build plan / job sync with Paylocity. Use it for sales conversations, analysis, testing, and day-to-day operations.

Direction key: ⇨ into FCX | ⇦ out of FCX

How Paylocity sync works in Fieldclix

Fieldclix connects to Paylocity so selected payroll and HR data stay aligned between the two systems. One Paylocity company maps to one FCX instance.

Typical sync lifecycle:

1. Reference data into FCX — employees, departments, job titles, payroll items (earnings, deductions, taxes)
2. Jobs out to Paylocity — Build Plans are sent as Job Codes so jobs exist before payroll export
3. Payroll closure — approved time card allocations are exported to Paylocity as a payroll batch
4. Cost actuals back into FCX — pay statement details are imported as Cost Rates (when this step is enabled for your tenant)

Note: Older documentation described Project Codes syncing from Paylocity into Customer Jobs. That is outdated. Job sync is now one-way from FCX to Paylocity: Build Plans → Job Codes.

What syncs and in which direction

Not every tenant has every step enabled. Which objects sync and in what order depends on your implementation.

How records are matched between systems

After the first successful sync, FCX remembers the link between a record in FCX and its counterpart in Paylocity.

Many FCX records can be linked to an external system. When a link exists, it is stored in the External Links table using internal record IDs from both systems. That lets records stay matched even when some display fields change later — though certain business keys must still align for the first match.

First-time matching (before a link exists):

Once matched, later syncs use the stored link. Manual edits in one system can be overwritten on the next sync if that object is owned by the other system (see per-object sections below).

Sync details by object

Jobs (Build Plans → Paylocity)

Why job sync matters

FCX allocates labor hours and costs to Build Plans — the central job/project objects in Fieldclix. For payroll export, those allocations must reference jobs that already exist in Paylocity. Job sync pushes build plan data into Paylocity as Job Codes ahead of payroll closure, so jobs are in place when time data is exported.

Previously, Paylocity only accepted minimal job codes at payroll push time (short codes without full job details), and prevailing-wage (certified) flags could not be set automatically. The current job sync service sends fuller job records and can push jobs when a build plan starts in FCX (typically when the first charge hits the build plan, often from the first time card).

Direction and schedule

Direction: FCX → Paylocity only. Paylocity is not the master for job data. Job data in Paylocity does not flow back to FCX.

Job sync runs on a recurring schedule (often about every 30 minutes by default; interval is configurable by Implementation — shorter intervals are usually not recommended). Only Build Plans changed since the last job sync are processed on each run (incremental sync). On the first run, all eligible active Build Plans are considered.

Caution: Because Paylocity jobs stay synced with FCX Build Plans, a change in FCX is reflected in Paylocity on the next run. If you change a job in Paylocity in a way that differs from FCX, FCX will overwrite that change on the next sync.

Field mapping

Mapping is configurable per tenant; typical defaults:

Paylocity Pay Entry and Payroll Based Journal settings on an existing job are not sent from FCX; they are preserved when FCX updates the job.

What happens during each job sync run

1. FCX finds Build Plans that changed since the last job sync (subject to tenant selection rules).

2. For each build plan, FCX checks whether an external link already exists.

3. No link yet:

   • FCX searches Paylocity for a Job Code matching the build plan number.

   • If not found → creates a new Job Code in Paylocity and creates a link.

   • If found → updates the Paylocity job to match FCX and creates a link.

4. Link exists: FCX updates the Paylocity job to match the current FCX build plan.

5. If an unexpected error occurs, FCX Support is notified for investigation.

Selection rules and skip conditions

Tenant configuration controls which Build Plans are included. Common rules:

• Started only — only Build Plans that have started (first charge) are sent.

• Skip new closed — inactive Build Plans that were never synced are skipped.

• Job name source — description from customer job name or build plan name.

A build plan is skipped (and the sync run marked unsuccessful for that record) when:

• The resolved job description is missing

• The description is longer than 40 characters or contains spaces

• The build plan does not meet the tenant’s selection rules

Important behavior

• If a job already exists in Paylocity with the same code, FCX updates it rather than creating a duplicate.

• Changes made only in Paylocity (description, address, active flag, certified flag) can be overwritten on the next sync from FCX.

• Job sync must complete before payroll time export references those job codes.

Payroll Items (Paylocity → FCX)

Direction: Paylocity → FCX only.

What is imported

• Pay codes (earnings, deductions, taxes) with names and active status

• Item type (earning, deduction, or tax)

Important behavior

• Each run refreshes the full list of earnings, deductions, and taxes from Paylocity.

• FCX tries to match existing payroll items by code, then by name, before creating new ones.

• Sick, vacation, and wage flags on the FCX Payroll Item card are not updated from Paylocity.

Employees (Paylocity → FCX)

Direction: Paylocity → FCX only. Paylocity is the HR source of truth.

What can be imported

• Employee ID, name, status (active / terminated)

• Contact information (work or home email and phone — per tenant setup)

• Date of birth, gender, payroll state

• Supervisor, department, job title (when those sync steps are enabled)

• Home address as an employee location

Important behavior

• Departments and job titles should be synced first when your tenant uses them on the employee card.

• Paylocity can overwrite supervisor, job title, and department on the FCX employee when those options are enabled.

• Whether new employees are created in FCX, terminated employees are closed, and which contact fields sync — all depend on tenant configuration.

• On create, default values such as Our Company and payroll period type come from connector setup.

Departments and Job Titles (Paylocity → FCX)

Direction: Paylocity → FCX only.

Purpose: Prepare reference data for employee sync. Paylocity cost centers or positions are mapped to FCX departments and job titles according to your tenant’s resource mapping (which cost center level or positions feed which FCX lists).

What is imported: description becomes the name in FCX; the Paylocity code is stored for linking only.

Payroll time data (FCX → Paylocity)

Direction: FCX → Paylocity only.

When it runs: During Payroll Closure for payroll period types that are set up to export to Paylocity.

Prerequisites

• Check Date must be set on the payroll check; without it, export is not possible.

• Employees, payroll items, and jobs must already be linked.

• Export layout can differ by client — default patterns and custom formats are configured per tenant.

Typical export content

• Employee

• Earning or deduction type and pay code

• Hours or quantity

• Cost centers (department, state, class — per client setup)

• Job code (from build plan)

• Time card dates

After export

• On success, FCX marks the payroll as synced to payroll.

• On errors, an integration event is raised for follow-up.

• Some tenants auto-acknowledge the batch in Paylocity; others require manual acknowledgment in Paylocity.

Cost Rates (Paylocity → FCX)

Direction: Paylocity → FCX only.

When it runs: After payroll is processed in Paylocity, when cost rate import is enabled for your tenant.

What is imported

• Actual hours, amounts, and rates from pay statements for employees and pay codes that were exported from FCX

• FCX then recalculates cost rates; hours and amounts are summed per payroll item

Lines with zero amounts or certain negative amounts are skipped. Some deduction codes may be stored as negative amounts per tenant rules.

Configuration and support

Paylocity integration is not one-size-fits-all. Per-tenant options include:

• Which objects sync (jobs, employees, payroll export, cost rates, and so on)

• Job sync schedule and selection rules (started only, skip never-synced closed jobs, job name source)

• Employee create/update/close behavior and which fields overwrite FCX

• Which Paylocity cost centers map to departments and job titles

• Payroll export format and cost center mapping

• Auto-acknowledge of payroll batches in Paylocity

• Cost rate import and sign rules for specific pay codes

These settings are configured by the Fieldclix Implementation team at the client’s request during onboarding or when payroll requirements change. End users do not change connector configuration in the FCX UI.

Questions & Answers

Q: Can one FCX instance connect to more than one Paylocity company?

A: No. Integration is one Paylocity company per FCX instance.

Q: Who is the source of truth — Paylocity or Fieldclix?

A: It depends on the data:

Q: Can I edit employee details in FCX and have them update Paylocity?

A: No for standard employee sync. Paylocity → FCX only. When configured, Paylocity can also overwrite supervisor, department, and job title on the FCX employee card on the next sync.

Q: Can I maintain job codes in Paylocity instead of Fieldclix?

A: Not as the master source. Jobs sync FCX → Paylocity only. Edits made only in Paylocity (description, address, active flag) can be overwritten on the next sync from Fieldclix. Paylocity-specific options on an existing job (such as Pay Entry settings) are preserved when FCX updates the job.

Q: When does a build plan first sync to Paylocity?

A: When it meets your tenant’s rules — typically after the build plan starts (first charge, often from the first time card) and on each subsequent change, on the job sync schedule.

Q: Why was a build plan not sent to Paylocity?

A: Typical causes:

• Build plan does not meet tenant rules (for example: not started yet, or closed before ever being synced)

• Job description is missing, longer than 40 characters, or contains spaces

• Build plan has no valid number for the Paylocity Job Code

Q: Why did payroll not export to Paylocity at closure?

A: Check:

• Check Date is set on the payroll check (required)

• Employees, payroll items, and jobs are linked between systems

• The payroll period type is configured for export to Paylocity

• Allocation data is complete for the period

Export layout (cost centers, job code source, etc.) is client-specific — your tenant may use a custom format.

Q: What happens after a successful payroll export?

A: FCX marks the payroll as synced to payroll. Depending on tenant setup, the batch is auto-acknowledged in Paylocity or must be acknowledged manually in Paylocity before processing continues.

Q: What if payroll export fails?

A: FCX raises an integration event for follow-up. The payroll is not marked as successfully synced until the error is resolved and export completes.

Q: Do all Paylocity clients get cost rate import?

A: No. Cost rates import from Pay Statement Details only when enabled for your tenant, after payroll is processed in Paylocity for employees and pay codes that were exported from FCX.

Q: Are sick, vacation, and wage flags on Payroll Items updated from Paylocity?

A: No. Pay codes (earnings, deductions, taxes), names, and active status sync from Paylocity. Sick, vacation, and wage flags on the FCX Payroll Item card are maintained in FCX.

Q: Can end users turn sync on/off or change mapping in the FCX UI?

A: No. Paylocity connector options (which objects sync, employee behavior, export format, cost center mapping, auto-acknowledge, and similar) are set by the Fieldclix Implementation team at the client’s request during onboarding or when requirements change.

Q: Not every client has the same Paylocity integration — why?

A: Paylocity setup is not one-size-fits-all. Which steps run (employees only, jobs, payroll export, cost rates) and how data is mapped depends on what was requested and configured for that tenant.