With Paychex Flex connected, you can easily add it as part of your onboarding steps in Workstream.
Assign the integration to your workflows to ensure new hire information is captured and shared with Paychex Flex right as onboarding progresses, saving time and reducing data entry errors.
đ You need the "Edit onboarding processes and onboarding documents" permission to add and edit onboarding processes. If you don't have access to this setting, reach out to your Super Admin.
Adding the Paychex module in your Onboarding process.
Add Paychex Flex to your onboarding process
Go to Workstreamâs admin view.
Select Onboarding Processes.
Select the onboarding process you want to add the Paychex module to.
Note: Donât see the process you want to edit? Create a new onboarding process.
Select + Add module.
Select Paychex, then Continue. You can also add other modules to your onboarding process, but the information will only be available in Workstream. It wonât reflect in Paychex Flex.
Set up the Paychex Module
Here you can choose which information you want to show on Workstream and Paychex Flex. This way, you won't have to enter information on both Workstream and Paychex Flex later.
Select Add a new company, then enter your Paychex company ID.
âAdd the information the hiring manager needs to provide.
Note: Paychex requires the "Organization" field, so make sure to set it to Required.
âAdd the information the employee needs to provide.
Set up a reviewer for this module.
Select Save.
Onboard new hires with the Paychex module
Hereâs how onboarding works with the Paychex module.
The new hire starts onboarding and submits their documents.
The manager submits the required information.
The reviewer reviews and approves the tasks on the module.
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If you see the error âRecord does not exist,â donât worry. Proceed to the next step to check if the new hire shows on Paychex Flex.
View new hires in Paychex Flex
Once a new hire completes their onboarding, they will show as "In Progress" in Paychex Flex.
Go to Paychex Flex.
On your Dashboard, select View People List.
Supported fields for Paychex Flex
Workstream supports a range of fields when syncing data to Paychex Flex, covering essential employee information such as names, job details, and tax data. Mapping these fields correctly ensures that your employee profiles are complete and accurate in Paychex Flex, helping you maintain clean and compliant payroll records.
Here are the supported fields that employees and employers need to provide.
Employee
Employee
General Fields
Workstream equivalent | Paychex Flex equivalent |
First name | First name |
Middle initial | Middle initial |
Last name | Last name |
Preferred Name | Preferred Name |
Phone | Phone |
Personal Email | |
Ethnicity | Ethnicity |
Gender | Sex |
Marital status | Marital status |
SSN | SSN |
Address | Address |
Emergency contact
Except for the âRelationshipâ field, all these fields are pre-filled with information coming from basic information.
Workstream equivalent | Paychex Flex equivalent |
First Name | First Name |
Last Name | Last Name |
Relationship | Relationship |
Personal Email | |
Contact Number | Mobile |
Federal taxes
Workstream equivalent | Paychex Flex equivalent |
Filing status | Filing status |
Multiple Jobs | Multiple Jobs |
Dependents Amount | Dependents |
Other Income | Other Income |
Deductions Amount | Deductions Amount |
Extra Withholding Amount | Extra Withholding Amount |
Employer
Employer
General Fields
Workstream equivalent | Paychex Flex equivalent |
Paychex Company | Paychex Company |
Qualification Affix | Qualification Affix |
Employee ID | Employee ID |
Clock ID | Clock ID |
Supervisor | Supervisor |
Job title | Job title |
Worker Type | Worker Type |
Organization | Organization |
Employment Type | "Type" under the Employment Section |
Exemption Type | Exemption Type |
Pay Rate | Pay Rate |