Table of contents

1. Introduction to your Vendor portal
   1. How to add new users to your vendor portal
   2. How to view API transmissions for your companies
2. Managing your ‘New’ integration requests
   1. Where do I find the Client ID value I need to use to map & approve an integration request?
   2. How to view who the customer requested you include on your Kick Off Email
3. How to approve an integration request to place a group into Audit Mode
   1. Email templates for Partners to use
4. How a customer gets turned Live for their integration
5. Other statuses you will see and how to use them
   1. Inactive Status
   2. Pending Status
6. Our pre-integration checklist for Partners

   1. Common scenarios to be aware of

       

Your resources:

• Our Integrated Payroll Knowledge Base: CLICK HERE

• Your Employee Navigator AI Assistant, which can answer most integration-related questions: Login to your EN Vendor Portal --> Help Icon --> AI Assistant

   

Introduction to your Vendor portal

Your Vendor portal dashboard consists of standard ‘Statuses’ and ‘Actions’. 

• A ‘Status’ indicates the phase a group is in (New, Demographic Audit, Pending, etc.),
• An ‘Action’ indicates what will need to take place before the group can move or be moved to the next ‘Status’.

[Step 1] Managing your ‘New’ integration requests

1. An HR User or Broker will make the connection request through the Payroll tab --> Partner selection link --> '+Add Integration' within the Employee Navigator system.

   • They will select the contacts they'd like you to include on the Kick-Off Email during this step.

   

2. The payroll partner’s Vendor users who are set to ‘Receive data exchange requests’ will then receive an email about the request and the group will appear within the ‘New’ status of their dashboard.

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3. [Partner] Will log in to your vendor portal to view the requests in your dashboard.
   1. Click into the ‘Request Initiated’ link under Statuses on the dashboard to access groups who have requested the payroll integration.

[Step 2] How to view who the customer requested you include on your Kick Off Email

1. For each Status you click into, there is an ‘Actions’ dropdown in the form of three vertical dots to the right of the screen.
2. [Partner] Using the actions dropdown, select ‘Company Info’ in order to view the company and broker or HR contacts listed under ‘Subscription Contacts’.

[Step 3] How to approve an integration request to place a group into Audit Mode

To the left side of each company name, there is a triangular widget that opens to show the group’s required Action(s) at a specific status:

1. [Partner] In this ‘Request Initiated’ status, an Action titled ‘Enter Client ID’ will be your first item to complete.

2. [Partner] Click ‘Mark as Complete’ to pull up the request approval window where you can map in the unique client Identifier for this company in payroll.

   1. Common question: Where do you find this exact Client ID in payroll? Click here: Locating a company's client ID

   

    

3. [Partner] Once the ‘Enter Client ID’ actions have been completed, you will send out the ‘Getting Started’ email to the HR, broker & Employee Navigator Payroll team.
   1. [Partner] You must use this subject line for this email so the EN Payroll team can assign your request internally: Getting Started – [vendor]/Employee Navigator Integration / [Client ID] – [company name]
4. [Partner] Now that the group’s request has been approved, you will mark the 'Send Welcome Email' action as complete, which will auto-move the group into Audit Mode to begin their integration setup.
5. [EN Payroll] Our EN Payroll team will pick up this email in our Zendesk Support queue and assign it to an Analyst to reach out to the customer and broker to schedule their Integration Review call.

[Step 4] How a customer gets turned Live for their integration

1. [EN Payroll] Our EN Payroll analyst will work with the customer & broker to facilitate the Demographic and Deduction audits, and will move the company Live once the customer has completed the integration setup to our satisfaction.
   • We only mean this in the sense that we have data quality requirements that must be met to ensure the customer has truly reconciled their discrepancies between Employee Navigator and your system before we can allow the API to begin exchanging updates in real-time.

A payroll partner should not be moving customers Live on their own, as this can cause issues that are difficult to unwind. If you feel a customer needs to go Live and has not yet, please email your Relationship Manager at EN.

Other statuses you will see & how to use them

Inactive Status 

At any point in the process, if it is determined that a group is in one of the below states, then the group should be moved to the ‘Inactive’ status. Groups cannot be moved to a different status after they are moved to ‘Inactive’ and all ‘Move’ --> options will be hidden.

• Is not moving forward with their integration
• Moves to a new payroll partner

• Is terminated from EN’s platform

   

Pending Status 

At any point in the process, if is it determined that a group, then the group can be moved into the ‘Pending’ status. Groups must be moved back to a ‘New’ status when/if they re-engage in order to re-assign the proper ‘Actions’.

• Requested or was placed into audit mode too close to their Open Enrollment
• Otherwise wants to hold off on beginning the integration for now

Our pre-integration checklist for Partners

In order to pass Employee Navigator qualified integrations to reduce the time it takes to ‘Go Live’ and alleviate back-and-forth troubleshooting between us both during the integration setup process, we strongly advise checking the below prior to approving new integrations:

1. Are they a company set (multi-EIN) with multiple Client IDs in your system?
   • If yes, then they must submit their integration requests using Subscriber groups, one for each company ID they have in payroll. You can use the template email below, “Broker or HR incorrectly requests integration when they have Multi-FEINS” and CC payroll@employeenavigator.com in your reply to the customer.
2. Does this customer have bundled deduction codes where one code contains deduction amounts for multiple benefit types?
   • If yes, then you will need to assist the customer in breaking these out before approving their integration request.
     • Each benefit type needs to have its own unique deduction code in payroll so EN can start, stop, or change deductions independent from one another as enrollment changes occur.
     • Example: Accident and Critical Illness cannot be combined into one code named AFLAC.
3. Is this company currently within 30 days of their new plan year?
   • If yes, then they must wait until OE has been closed and their new deductions have been manually updated in payroll prior to approving their integration request.
   • You can locate this information within your vendor portal --> Actions icon next to company name within 'Requested Initiated' status --> Plan Summary --> View plan duration (photo below).
     • If their current Medical plan ends within 30 days, then you cannot approve their new request.

Common scenarios to be aware of

Broker or HR incorrectly requests integration when they have Multi-EINs

This template should be used when you receive a single request to integrate for a company that has multi-co IDs in your system and needs multiple connections setup for each individual company ID.

This should be sent to the HR Admin and their broker:

• “Hello,

Multi-EIN requests need to be handled differently than Single company requests. I will deactivate this initial request that was made incorrectly, which needs to have [enter # of company IDs that exist] Company ID requests to account for all that you have in our system. 

You will need to utilize EN’s Subscriber Group functionality when setting up the EN system, and instructions can be found here: Payroll: Creating & using Subscriber Groups for the integration

Once this has been completed, we can move forward with the integration.”

Email templates for Partners to use

Kick-Off Email Template

1. Email Subject Line/Header

Getting Started – [vendor]/Employee Navigator Integration / [company ID] – [company name]

2. Email Body

"Hi!    

You are now ready to begin the payroll integration process between [vendor name] and Employee Navigator! 

To start, we have placed you into Audit Mode for the integration and have cc’d the EN Payroll team on this email.  They will reach out shortly to provide their Welcome Video and initial request to schedule your Integration Review Call.

IMPORTANT NOTES:  

• Please reference all user guides and training information provided to you during this process to complete the necessary steps of this integration setup in order to go Live.
• To begin, you must review the following items:
  • EN Payroll Integration Overview article: Payroll: Employee Navigator's payroll integration user guide
  • [Insert vendor name] Client User Guide – attached to this email  

Support Contact information during this integration process:

• Employee Navigator: payroll@employeenavigator.com 
• [vendor]: [vendor support email]

Thank you!"

How to add new users to your vendor portal

1. Login into your EN Vendor Portal --> Setup --> Users
2. Click + Add User button
3. Insert the following and ‘Save’:
   • Email, First & Last Name
   • If you’d like this user to receive new integration request emails, check off the ‘Receive new data exchange emails’ box
   • Choose the appropriate Access Roles (see Vendor user types below)
4. Finally, hit the 'Actions' icon on the right side of the page --> Send Registration Email

How to view API transmissions within a company

1. Login to your EN Vendor Portal --> Click into a status and locate or search for the company you'd like to view transmissions for
2. Select the tri-dotted actions icon --> Partner Company Info
3. Select 'View API Transmissions'
   • You can filter by failed or successful changes and use the ID icon on the left to view the actual content of what was exchanged.

How to locate a company's Client Identifier in your payroll system

1. For all UKG partners

   1. Go to your 'All System Companies' homepage within your Admin company
   2. Go to 'Select columns' and add the 'Company : Unique ID' column to this report page.
   3. Then, you can locate the specific customer's Unique ID needed to map into Employee Navigator here

   

2. For all isolved partners

   1. From the company's Homepage in isolved, go to 'Client Management' --> 'Legal Company'
   2. Under the 'Company Code' column, you will find the proper Client ID value

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