PLEASE READ THE BELOW BEFORE CREATING SUBSCRIBER GROUPS

• If your customer is with ADP WorkForce Now or ADP Workforce Now Next Generation, then you do not need to create subscriber groups.
  • ADP Workforce Now 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 is with any other, non-ADP payroll partner, or, is with ADP RUN, then you will 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. Terms to remember
5. 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. 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:

Creating & using subscriber groups

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.

Essentially, you will be using a class type, such as Business Unit or Division, to define which employees will belong to which Subscriber Group. You will then use this defining class structure to bulk assign employees to their corresponding Subscriber Group. This will allow Payroll to connect each unique EIN with Navigator.

An example for you using Business Units, in order of the five necessary steps:

1. Create Business Units for Company A and Company B. (You will create a subscriber group for each company that exists in Payroll)
2. Use an import template to mass import the respective Business Units for employees based on the company they belong to in Payroll.
3. Then, create Subscriber Groups for Company A and Company B.
4. Use the blue ‘Assign Employees’ button within each Subscriber Group to assign employee by Business Unit (under Advanced Options in the dropdown)
5. Finally, use the ‘Integrations’ --> 'Add Integration' link within the Payroll tab in EN to request a connection for each individual Subscriber Group, one at a time.
   1. This will allow the payroll partner to connect each unique payroll company to the integration

Creating a Subscriber Group

1. Ensure that you have a Class Structure (Business Unit or Divisions) built out with the proper employees assigned to each one based on the company their record exists in within the Payroll system.
2. To create a subscriber group in a company, go to Settings --> Subscriber Groups.
3. Click ‘Add Subscriber Group +’, and add “company name - company ID” as the Subscriber Group name.
4. After your subscriber groups have been added, then you will want to use our Bulk Assign tool functionality below to assign your employees to the group.

Bulk Assigning Subscriber Groups

1. We have created a bulk assign tool to allow you to easily assign Subscriber Groups to your employees. To access the bulk assign tool after your Subscriber Groups have been established, go to Company>Settings>Subscriber Groups, and click into a subscriber group.
2. To assign employees to the group, click                                   
3. You are then able to assign employees to their unique Subscriber Group(s) using the defining Class structure (such as Business Unit) that you have them assigned to

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 of their previous primary for eligibility purposes.

Primary Subscriber Groups

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

1. Ex. John Reese’s Apps section of his Profile tab reflects his Primary subscriber group, S2235, with a green check mark.

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

 Subscriber Groups and the Discrepancy Process

1. Since you are working with different subscriber groups you will need import a demographic and a deduction 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.

1. 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 5/1/2024
   2. Hire Date Value in Payroll is 5/15/2024
   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.

FAQs

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

Yes, when a new hire comes through the API 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 ee's Profile> Apps. Deselect the prior subscriber group and press save. When this occurs, no information will be transmitted to the partner. 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. 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, surface the transmission on the Partner Apps Activity Page. You kind find this list on the Employee page>Partners Activity App. When you disconnect someone to the subscriber group, a new status will be written. Whenever a payroll provider hits this disconnect type, then it will surface on this report. 

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.