As of August 4th, 2025, customers do not need to use our Bulk Assign tool after creating subscriber groups to manually assign which employees belong to which group. We have automated this.

Integration requests can simply be made right after the subscriber groups themselves are created, with zero employees assigned to them.  Our system will automatically assign and connect employees to their respective subscriber group(s) once the Demographic Audit is started.

Please read the below before creating subscriber groups for multi-EIN companies

• If your customer is with UKG Ready, then you do not need to create subscriber groups.
• If your customer is with ADP WorkForce Now or ADP Workforce Now Next Generation, then you likely do not need to create subscriber groups.
  • ADP Workforce Now typically combines all of a customer's companies into a single database to allow for a 1:1 connection with Employee Navigator. You can safely make a single, 'All Employees' request for the payroll integration.
  • If your customer truly has multiple databases in ADP WFN, then subscriber groups would be necessary.
    • This is rare mainly due to the cost of having more than one database in ADP.

• If your customer is with any other partner, then you do need to create subscriber groups for each company that exists in Payroll.
  • Please continue on below to learn how to create and request the integration with subscriber groups.

1. What can I send the payroll partner to confirm if I need to use subscriber groups?
2. What is a Subscriber Group?
3. How to create subscriber groups and request the integration properly
4. What if I have a single-EIN integration that I need to establish a multi-EIN connection for?
5. Terms to remember
6. FAQs

What can I send the payroll partner to confirm if I need to use subscriber groups?

If you think you or your client might have multi-EINs or be a part of a parent-child company that would have multiple companies in payroll, you can send the below to the payroll partner. The contacts to send this to can be found here.

"Hi!

I am working with [insert the company name], and we are planning to request a payroll integration through Employee Navigator. Before we do this, we believe there may be multiple company IDs in payroll that would be a part of this connection where we'd need to create Subscriber Groups in Employee Navigator to make multiple integration requests for each company instance we have in payroll. Are you able to confirm how many unique companies exist in payroll for this group and the names of each company ID? If you need any other company data to confirm "who they are" on your side, please let me know."

What is a Subscriber Group?

A subscriber group is the equivalent of a unique company or database in Payroll.  It's our way of knowing which company a certain group of employees belongs to, and allow you to connect multiple payroll companies to a single instance of Employee Navigator where all of those employees are housed.

If you have multiple EINs, these let you connect each unique Company ID in payroll to a corresponding subscriber group that you have created in Employee Navigator.  This is how Employee Navigator will be able to distinguish which company demographic data is coming from, or which company an employee’s deductions need to be sent to.

Example:

How to create subscriber groups and make your integration requests 

If your group is a multi-EIN client that has multiple company IDs in payroll, then you will need to create Subscriber Groups to enable those separate companies to connect with their one company umbrella established in Employee Navigator.

Creating a Subscriber Group

1. To create a subscriber group in a company, go to Settings --> Subscriber Groups.
2. Click ‘Add Subscriber Group +’, and add “company name - company ID” as the Subscriber Group name.

Make your integration requests

1.  
   1. After your subscriber groups have been created, then you can make your integration requests to the payroll partner by going to the Payroll tab --> Add Integration+ --> Select the first subscriber group --> Save.
   2. Then, repeat step 1 until you've made all requests necessary to the partner.

Terms to Remember

• Subscriber Group: A subscriber group is another way for us to define a unique company in Payroll that we should expect only a certain grouping of employees in EN to be a part of. 
  • Subscriber group A might have employees from a hotel's Charleston location that is uniquely built in payroll, while Subscriber group B might have the employees from their Tampa location that is uniquely built in payroll as well.
• Primary Subscriber Group: When dealing with multiple subscriber groups, a primary subscriber group will exist.
  • We will only update compensation, hire date and term date information for the Primary subscriber group.
  • Payroll deductions will be sent only to the primary subscriber group.
  • The first subscriber group that is assigned to an employee will be marked as their primary. 
    • You are able to manually change the primary subscriber group for an employee from their Profile --> Employment.
• Exchanged Hire Date: If a user elected to preserve the hire date of the previous primary, then we will create an exchanged hire date field on the ee’s new primary. This exchanged hire date will be used for transmissions but not for eligibility.
• Preserved Hire Date: If the preserved hire date field checked, then a user had elected to keep the hire date that exists in Employee Navigator of their previous primary for eligibility purposes.

Primary Subscriber Groups

1. When dealing with multiple subscriber groups, a Primary subscriber group must be selected. 
2. The first subscriber group that is assigned to an employee will be marked as their primary.

• Example: Michelle's Apps section of her Profile tab reflects her Primary subscriber group, Company A, with a green check mark.

1. Payroll deductions will be sent from EN only to the Primary subscriber group.
2. Compensation updates and hire/term dates will only be accepted on an employee’s primary subscriber group.
3. Hire and term dates will only be taken from an employee's primary subscriber group.
4. If an employee is assigned to multiple subscriber groups, all other demographic updates will be sent to all subscriber groups to ensure their record is in sync across all companies.

 Subscriber Groups and the Discrepancy Process

1. Since you are working with different subscriber groups you will need import a demographic and a deduction API Import or Excel file per subscriber group. 
2. If there is a discrepancy with an employee's hire date, and they are assigned to multiple subscriber groups, we will give the user the option to keep the employee’s current EN hire date the same for eligibility purposes upon selecting the ‘correct’ date from Payroll.

• This will be the ‘Preserve Hire Date’ pop-up window you will see.

1. Example – An employee has a hire date discrepancy during the Employee Discrepancy Audit for their primary subscriber group, and they are assigned to multiple subscriber groups in EN.
   1. Hire Date Value in EN is 5/1/2027
   2. Hire Date Value in Payroll is 5/15/2027
   3. If you select the payroll Hire Date, when you click the ‘Sync’ button Employee Navigator will prompt you with a message allowing you to either:
      1. Click ‘Yes’ to preserve the Hire Date in EN for eligibility purposes, and, leave the Payroll hire date in the Payroll system, or;
      2. Click ‘No’ to have the payroll hire date overwrite what is in EN.

What if I have a single-EIN integration that I need to establish a multi-EIN connection for?

• In this scenario, we now convert your existing connection to a Subscriber Group automatically, which will allow you to add other subscriber groups to the connection.
  • This prevents you needing to disable any connections to move from a single company integration to one that is connecting multiple.
• Your steps, in order, are:
  • (1) Go to Settings --> Subscriber Groups --> Create a subscriber group for this additional integration you are planning to request for the new entity/company.
  • (2) Go to the Payroll tab --> Add Subscription button
    • When pressed, we will automatically convert the original integration to a subscriber group for you - no action required.
  • (3) We will default the request to the newly created subscriber group for the new entity/company 
  • (4) Click Save & Continue to complete the new request.

FAQs

Q: If I hire an employee in Payroll, will they automatically be assigned to a subscriber group when their information comes from payroll? 

Yes, when a new hire comes through the via the integration and subscriber groups are being used, the employee will be auto-assigned to the group the new hire is coming from.

Q: Am I able to unassign an employee from a subscriber group? 

Yes, this can be done on the employee's Profile> Apps.

1. Deselect the prior subscriber group and press save. 
   1. When this occurs, no information will be transmitted to the partner.
   2. When an employee gets removed from a subscriber group, any subscriber employee records associated with the employee and subscriber group (the records that have the employee’s identifier in the partner company and the blocked flags) will get marked with a new status of “Disconnected.
   3. EN will no longer transmit changes for the employee to partner subscriber companies associated with the subscriber group, and incoming transmissions from those partners for the employee will be blocked.

Q: I disconnected my employee from a subscriber group. Am I able to see if transmissions are still happening from that group for the employee? 

Yes. When we receive an inbound transmission from a payroll vendor for an employee that has been "disconnected" from that subscriber group, it will fail for a reason of "Employee has been disconnected from subscriber group".

Q: Can I use Subscriber Groups to make a request for multiple payroll vendors?

Yes. You will be able to make a request for each payroll vendor after you have created your Subscriber Groups in EN.