Congratulations — your integration is up and running!
You're now exchanging employee data between Employee Navigator and your payroll provider in real time. This guide is your reference for what to expect going forward, how to monitor it, and how to keep everything running smoothly with minimal effort on your part.
- Customers are responsible for verifying the accuracy of demographic & deduction data and their payroll codes mapped into Employee Navigator on an ongoing basis.
- HR administrators are responsible for auditing their payroll prior to processing each pay period to ensure its accuracy. This integration should not be used as a replacement for standard payroll adminstration practices.
In this article
What data is exchanged
Your integration moves data both directions, in real time. Here's what typically flows back and forth automatically — no double entry, no manual syncing. Each partner's field exchange may differ slightly, and you can find the exact fields within your Payroll tab -- "What employee info is exchanged?" link.
- Name
- Address
- Contact information & DOB — phone & email
- Sex / Gender
- New hires (hire date & full demographics)
- Rehires (reactivated records)
- Sensitive data — SSN
- Compensation changes — salary & hourly rate
- Terminations
- Cost centers (If supported by your partner)
- New hire deductions
- Deductions for enrollment changes from QLEs & Open Enrollment
- Deduction end-dates on terminations & drops
- Employer contributions for W-2 reporting (If supported by your partner)
Your Integration Health Dashboard
Your Integration Health dashboard is your single source of truth for the state of every employee's sync. It shows who's in great shape, who might need a moment of attention, and what our system is already handling for you behind the scenes.
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In Sync
120
Demographics, deductions, & contributions all
match between EN and Payroll. No action needed.
|
Needs Action
1
A change couldn't process. The dashboard provides
plain-English instructions for a quick fix.
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We're On It
2
A partner-side issue. We'll automatically retry overnight
— no action required on your part.
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The dashboard does the heavy lifting for you. You can push, pull, or retry any change with a single click — no ticket required. For any "Needs Action" item, the dashboard tells you exactly what happened and what to do in plain English.
See your integration in action
Every day-to-day HR action is seamlessly reflected across both systems — no manual syncing, no double entry, no waiting. Launch the interactive demo below to watch four common scenarios play out in real time.
Watch data flow between systems — live
Four common scenarios, each with a side-by-side view of your payroll system and Employee Navigator. See exactly how changes send in real time.
Your ongoing management processes
Three routine scenarios happen every month for most customers. Each is straightforward — here's the simple playbook for each.
- New hire is entered into payroll and feeds to Employee Navigator.
- From the group's homepage in EN, click 'Complete employees missing HR required fields' and find the new employee.
- Click 'Complete Hire' and add the employee's Payroll Group, Class, and any other fields you want to populate.
- Send out the Welcome Email if the employee is eligible to enroll in benefits.
- Reactivate the original record in payroll — do not create a brand-new record, as that creates duplicates and breaks the data exchange.
- The reactivated record will feed to Employee Navigator automatically.
- If the record previously existed in EN, we'll match on SSN and rehire them.
- If the record is new to EN, a fresh record is created and you follow the new hire process above.
- Enter the termination in payroll — timing of the send varies slightly by partner (see table below).
- EN automatically ends employment, terminates benefit coverage, and sends end-dated deductions back to payroll.
- If you have a COBRA integration, the COBRA notice is triggered on the provider's next scheduled feed.
- If an employee is moving to a new company ID in payroll, change their Primary subscriber group in EN first, before the transfer is made in payroll.
- This tells EN to ignore the termination coming from their original company and accept data only for their new company.
- See How to transfer employees between companies for partner-specific steps.
Your weekly audit cadence
Once a week, open your Integration Health Dashboard and scan for anything in "Needs Action."
That's it. If there's something there, the dashboard tells you what happened and what to do in plain English. If it's clean, you're good — go enjoy your week.
Frequently Asked Questions
For a new hire or an unconnected record that hasn't come over, you can "trick" payroll into resending by making a small, cosmetic change to any exchanged field in the employee's payroll record. Examples:
- Changing
StreettoSt. - Adding a period after a middle initial
- Adding parentheses around the area code of a home phone
Any change small enough to be harmless but large enough for payroll to recognize it will trigger a fresh send to Employee Navigator.
Head to your Integration Health Dashboard, find the employee, and use the Actions icon (⋮) → Pull from Payroll. This forces EN to retrieve their latest data directly from payroll in real time.
Most likely the transfer was processed in payroll before the subscriber group change was made in EN. We have a specific transfer process designed to prevent this — it lets you "tell" EN about the transfer before it happens in payroll, so we know to ignore the incoming termination from the original company and accept data only for the new company.
Go to your Payroll tab → Manage Subscription link → End participation. This cleanly ends the data exchange between the systems.
Needs Action means you need to do something — and the dashboard will tell you what, in plain English. These are often simple fixes like a PII conflict or a missing field.
We're On It means the issue was caused by the payroll partner's system, not anything on your end. We'll automatically retry the transmission overnight — you don't need to do anything, though you can manually retry from the Actions icon if you'd like to try sooner.
Ask the AI Assistant inside Employee Navigator.
Log into EN and look for the AI Assistant pill in the bottom-right corner of any page — it's proven to answer 90% of questions instantly, versus waiting on a Support reply.
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