Summary
Learn how the integration works and what information to provide so our team can configure automatic employee data sync from ADP to your KnowledgeCity LMS.
Introduction
This guide explains the integration process and provides step-by-step instructions on how to find and share the required information to configure the ADP integration. Once set up, the integration will use a "Pull" model where KnowledgeCity securely retrieves data from ADP. The integration will automatically:
- Pull "Active" employees from the ADP Worker Management API during a bulk sync (configurable).
- Deactivate users in KnowledgeCity when an employee is terminated in ADP during the next sync cycle.
- Map
homeOrganizationalUnits(Departments) from ADP to KnowledgeCity LMS "Groups", ensuring users are automatically placed in the correct group for targeted training assignments.
This ensures your training platform stays perfectly aligned with your HR data, eliminating manual updates and keeping learning records consistent.
Steps to Follow
Step 1: Grant API Permissions
To allow KnowledgeCity to pull user and group data, the following must be set up in the ADP portal:
- Purchase/Enable ADP API Central: This is required for custom (non-Marketplace) integrations to generate API credentials.
- API Scopes: Grant the following permissions to the KnowledgeCity consumer application:
| # | ID | Status | API Scope |
|---|---|---|---|
| 102 | 0039dd22-e684-4ea9-a0d3-75f080e82fef | complete | hr/workerInformationManagement/workerManagement/workerProfileManagement/worker.read (For User data) |
| 103 | 5f0e7fcf-8b0a-4fce-88f7-b34834b99d23 | complete | core/organizationManagement/organizationInformationManagement/organizationDepartmentManagement/organizationDepartment.read (For Group/Department Data) |
Step 2: Enable API Access in ADP
- Log into ADP Workforce Now
- Navigate to: Setup > External Integrations > API Central
- Create a new project named "KC Integration"
- Select the "Employee Sync" use case to automatically add the required Worker APIs.
Step 3: Share Credentials Securely
- Generate your Client ID and Client Secret in ADP API Central
- Share these credentials with KnowledgeCity team using secure link
- Include your preferred Sync Frequency (daily or weekly)
Step 4: Testing & Go-Live
- Sandbox Testing: KnowledgeCity team will first connect to your ADP sandbox environment to verify data mapping.
- UAT Verification: You'll perform UAT and review test results to ensure employee data appears correctly.
- Production Launch: Once confirmed, we'll switch to your live ADP environment.
To move from "Managed Status" to "Live," the client must provide the following parameters from their ADP portal to the KnowledgeCity team:
| Component | What to Provide | Where to Find It |
|---|---|---|
| API Credentials | Client ID, Client Secret, and API URL | Generated in ADP API Central |
| Sync Schedule | Preferred Frequency: Daily or Weekly | Your preference for data updates |
Note: As this integration processes sensitive HR and payroll data, KnowledgeCity team will perform the initial handshake in a sandbox environment to verify that your ADP custom fields are correctly mapped to the LMS before the integration is moved to a live environment.
Implementation Phases & Responsibilities
| Phase | Task | Responsibility |
|---|---|---|
| Phase 1: Project Setup | Create integration project in ADP API Central | Client |
| Phase 2: Scoping | Define requirements and Securely share API credentials and sync preferences with KC team | Client |
| Phase 3: Sandbox Connection | Configure and verify integration in sandbox environment | KnowledgeCity Team |
| Phase 4: User Acceptance Testing | Perform and review test results to validate data accuracy | Client |
| Phase 5: Production Launch | Activate live connection for Production go-live | KnowledgeCity Team |
Conclusion
Once the integration is live, your KnowledgeCity platform will automatically stay in sync with ADP as per scheduled. Active employees will appear as learners, terminated users will be deactivated, and organizational departments will become training groups. This ensures your user roster and training assignments are always accurate and up-to-date, directly mirroring your HR system.