See How to Seamlessly Manage Employee Role Changes and Keep Access Secure
The Problem with Manual Employee Lifecycle Management
HR and IT teams often spend countless hours manually creating, updating, and removing employee accounts across systems like Active Directory and Entra ID. This isn’t just inefficient, it’s risky.
Synchronizing employee profile data between Paylocity and Active Directory (AD) is essential to keeping an organization’s HR and IT operations running smoothly. However, this process is time-intensive and requires lots of tedious manual work to be done by Sysadmins. As a result, many companies search for Paylocity to AD integration solutions to automate this process. Additionally, companies using Microsoft Entra ID need to find Paylocity to Entra ID integration solutions.
Integrating Paylocity to AD and Entra ID (Azure AD) can synchronize employee profile data for one or all of the following employee lifecycles:
There are options available on iPaaS marketplaces that use data sync connectors to populate data from Paylocity to AD or Entra ID. Most customers would then use PowerShell or another script to perform operations on this synced data. These options can sync the data but need a patchwork of scripts and automation to fully manage the employee identity lifecycle. This often leads to brittle workflows that break with system updates, increase IT overhead, and create security gaps when accounts are not deprovisioned on time.
In addition, these options are too complex to effectively scale and won’t work for organizations with hundreds or thousands of employees. The total cost of ownership (TCO) is also high as you must maintain the skilled resources needed to perform any changes to the code base.
However, with Hire2Retire from RoboMQ, you get one–stop Paylocity to AD or Entra ID integration. Hire2Retire is a no-code, self-service, lightweight IGA (Identity Governance & Administration) product that provides enterprise-grade breadth and depth of the related requirement coverage.
At Haffner’s Energy, IT teams were struggling with a lot of manual account setup and removal, which often led to delays and missed updates. By switching to Hire2Retire, provisioning was automated end-to-end. Now, new accounts are created right when HR enters the employee in the system, and access is removed immediately at exit. This cut down hours of IT work and made compliance far easier to manage.
What makes Hire2Retire different is that it grows with the organization. Whether you’re managing a few hundred employees or tens of thousands, it can scale without piling on more complexity. And because workflows can be set up without coding, HR and IT teams have the freedom to adapt the system to changing policies without waiting on developers.
Hire2Retire is the complete, no-code business process automation for employee identity lifecycle management. It integrates Paylocity to AD or Entra ID (Azure AD) to automate onboarding, terminations, role and profile changes, and long-term leave lifecycles. Hire2Retire can scale up to tens of thousands of employee profiles, making it the perfect fit for organizations of all sizes.
Vice President of Information Technology, TrueCare
Hire2Retire automates Active Directory (AD) account creation and Entra ID (Azure AD) account creation for new hires and provisions role–based access to third-party applications and physical resources before they start their first day at work. Hire2Retire’s onboarding automation means new hires have everything they need to hit the ground running, and your organization makes a great first impression, which is proven to drive employee retention.
Any delays in removing system access from terminated employees are a data security and reputation risk for your organization. Hire2Retire automatically revokes access in near real-time and can be customized to do so at your organization’s preference. In the end, Hire2Retire’s offboarding automation gives you peace of mind from knowing your data is safe and secure.
Employees should have access to the key systems and applications they need for their role and shouldn’t have access to the ones they don’t. Hire2Retire automates identity and access management (IAM) through its industry-leading Role-Based Access Control (RBAC). Hire2Retire also provides hundreds of SCIM Connectors to auto-provision employee access to third-party applications based on their role. For companies looking for Paylocity to FreshService integration or Paylocity to ServiceNow integration, Hire2Retire also connects to them and other popular service desks.
When the work required to create, update, manage, and synchronize hundreds or thousands of employee profiles piles up, it quickly becomes a huge cost sink. Hire2Retire makes it all quick, simple, easy, and fully automated, freeing your Sysadmins to focus on more important tasks and saving your organization money.
Shawmut Design and Construction had a similar challenge. Account creation and updates could take days, leaving new hires waiting and adding pressure on IT. After moving to Hire2Retire, employee profiles are synced almost instantly, and onboarding and offboarding run on their own. IT doesn’t need to step in for every small change anymore, which frees up time for bigger projects. Errors are reduced, and access is always aligned with role changes.
At Atlanta Habitat for Humanity, IT used to spend a lot of time setting up and removing accounts by hand. With Hire2Retire, those steps now happen on their own. New hires get the right access right away, and accounts are removed as soon as someone leaves. This not only cut down on routine work for the IT team but also made things safer and more reliable. Now, the team can focus more on helping staff and supporting the organization’s mission.
Hire2Retire is built to grow with your organization. It doesn’t just work with AD and Entra ID, it also connects to Okta, Google Workspace, ServiceNow, FreshService, and hundreds of other applications, so your identity management system can evolve as your IT environment does. Every action is tracked and logged, which simplifies audits and helps teams stay in line with regulations like SOX, HIPAA, and GDPR all without adding extra manual work.
Hire2Retire brings all of this together in one no-code platform, making identity lifecycle management simple, scalable, and reliable.
While other integration solutions use a complex web of individual connectors and scripting, Hire2Retire’s no-code, intuitive UX-based interface makes integrating Paylocity to AD and Entra ID a breeze.
Synchronizing employee profiles manually can take hours per employee and is prone to errors. Organizations that automate with Hire2Retire report up to 60% cost avoidance in employee lifecycle management, freeing IT teams for more strategic work.
Hire2Retire uses Paylocity as a source of truth (SOT) for employee identity lifecycle management. It receives employee profile information including Basic PII for account creation, job–related information to assign role-based access privileges, start date, and last day worked to determine the lifecycle stage, and reporting information to make sure the Global Address List (GAL) and org chart is always current.
Here’s how to set up a Hire2Retire integration in just 4 easy steps:
Hire2Retire offers two methods of ingesting data from Paylocity:
For the file-based integration, you will use the Paylocity Reporting tool to request SFTP exports of data files with the employee HR attributes you want to synchronize to the Identity Provider (IdP) setup. You can set these data file extracts to run automatically at scheduled intervals and be sent to Hire2Retire via SFTP, with RSA key authentication and encryption to ensure secure data synchronization.
For API-based integration, Hire2Retire connects directly to Paylocity through its REST APIs using secure OAuth 2.0 or Basic Auth authentication. This real-time integration ensures immediate updates as employee lifecycle changes occur, eliminating any delay in synchronizing data across systems.
Hire2Retire can connect Paylocity to the following Identity Provider (IdP) setups:
After selecting your preferred IdP setup option, you will connect to multiple endpoints based on your choice of IdP configuration to leverage the features and functionality offered by Hire2Retire. Typically, most customers in a Hybrid setup will connect to on-prem AD for account creation or updates and to Entra ID, Exchange Online, and SharePoint to manage cloud resident groups, OneDrive, and Shared Mailboxes.
This is the most important step where you would define your own business process as to how you onboard employees, assign UPN or email, manage role-based access control, handle terminations, and perform access and resource assignment or de-provisioning. You can do all of this without a single line of code on our simple intuitive UX by simply making choices on dropdowns, checkboxes, and radio buttons.
This step involves the following activities:
Defining your identity lifecycle is highly customizable, ensuring that you can tailor Hire2Retire to perform the exact actions or operations you need to manage an individual employee identity lifecycle for all employees of your organization.
Profile-driven rule-based assignment of privileges through group memberships in a core feature to implement “need to know” basis access and assignment of resources. Hire2Retire’s industry-leading RBAC is an optional but highly recommended part of the Hire2Retire setup process. By using AND/OR conditions, you can create rulesets using one or more employee profile attributes to assign memberships to security groups, mail-enabled distribution lists, Microsoft 365 groups, and more. The choices or the groups that you can manage memberships of depend on your Identity Provider (IdP) Setup.
Integrating Paylocity to AD and Entra ID (Azure AD) with Hire2Retire automates employee identity lifecycle management, providing a superior “First Day at Work” employee experience, enhancing data security, and saving time and money. It’s no surprise that over 115 companies use Hire2Retire to sync employee profiles to AD, Entra ID, and Google Workspace.
The only question left is: what are you waiting for? Book a one-on-one discovery call with a Hire2Retire integration expert today and take the first step into a new world of employee lifecycle management!
Employee details are copied from Paylocity to AD or Entra ID. Accounts are created for new hires, changes are updated when roles shift, and access is removed when employees leave.
With scripts, errors are common and updates are needed often. With Hire2Retire, everything is managed in one place, no coding is required, and it works smoothly as the company grows.
Old access is removed and new access is given right away. The employee always has the correct tools without keeping anything extra.
Access is taken away on time, logs are kept for audits, and permissions are given only by role. This lowers risks and makes compliance easier.
Yes. Rules for joining, promotions, leaving, or even long leave can be set. Attribute mapping and tool integrations are also supported all without coding.
