This guide walks you through how to connect your ShiftCare account with Paychex Flex Payroll and Time & Attendance using credentials obtained directly from Paychex.
Initial Setup
To set up the integration, you will need the following credentials:
Customer Alias (request from Paychex Support): Your company’s unique identifier in Paychex.
Shared Key / Web Services Key (request from Paychex Support): The credential that authorizes ShiftCare to access your Paychex Flex Time & Attendance system and ensures data is exchanged securely. The Shared Key (also referred to as a Web Services Key) is not generated by ShiftCare. You must request it from Paychex directly.
Username and Password: Admin credentials for your Paychex Time & Attendance system (usually the same credentials you use to log into Paychex).
Display ID: The unique identifier for your company within the Paychex system (usually displayed in the upper left corner of your screen, under your company name).
Integrating with Paychex Flex Payroll
Connecting to ShiftCare
In ShiftCare, head to your Account > Settings using the sidebar menu.
Scroll down to the Integrations section, and toggle on the 'Paychex Payroll' and 'Paychex Time and Attendance' options.
Your sidebar menu should now refresh and reveal the Paychex section in the Integrations dropdown menu.
In the Configuration section, click on the blue 'Connect Paychex' button.
You will be prompted to enter your Display ID. Click 'Continue' after filling out the box.
Another pop-up window will appear. Click the link, which will bring you to the approval page on Paychex.
Tick the Terms of Use checkbox and click on 'Approve'. This will connect your Paychex account to ShiftCare.
Go back to ShiftCare and click the blue 'Okay' button in the pop-up.
Your ShiftCare and Paychex Flex Payroll accounts are now connected, and you are ready to transfer data between these systems!
Importing Staff
In order to import staff members successfully, please make sure your Paychex Flex Payroll account is connected to ShiftCare.
Go to the Paychex tab under the Integrations section in the sidebar menu.
In the Feature Discovery Section, click the blue 'Import Staff' button.
A window will appear with a detailed outline of the fields that will be imported for each staff member, along with notes on important requirements.
a. You can choose to automatically send account setup emails to the staff members being imported by checking the box at the bottom of the prompt. If you leave this unticked, you’ll need to send the invites manually from each profile later.
b. When you are ready to import your staff, click 'Import Staff'.
You will be notified that importing is in progress. You can continue using other parts of ShiftCare while the import runs in the background. To check on the progress, simply return later or refresh the page for the latest update.
Once completed, a summary of staff import results will be displayed. From here you can:
View Staff: navigate to the list of all staff in your ShiftCare account, including newly imported staff members.
View Report: see a report of the import results, including reasons why some staff members failed to be imported.
Here is an example of a staff import results page:
TIME SAVING TIP - To save time and effort, create a staff profile only once in your Paychex Flex Payroll account, then use your integration in ShiftCare to transfer them over with a single click.
You have now imported your staff into ShiftCare from your Paychex Flex Payroll account!
Integrating with Paychex Time & Attendance
Requesting Credentials from Paychex
Contact Paychex Support: Reach out via phone, your customer portal, or your dedicated Paychex representative.
Explain Your Request: Let them know you're integrating ShiftCare with Paychex Flex Time & Attendance, and need credentials for the API connection. Mention that you’re requesting your Customer Alias and Shared Key (Web Services Key).
Verify Your Login Credentials: Confirm that your existing Paychex Flex username and password are valid for API access. These are usually your normal admin login details.
Obtain and Record the Details: Paychex will provide:
Your Customer Alias
Your Shared Key (may be a long string of letters/numbers)
Make sure to copy these details exactly, without extra spaces or typos.
Connecting to ShiftCare
Once you have all the required credentials, follow these steps:
In ShiftCare, head to your Account > Settings using the sidebar menu.
Scroll down to the Integrations section, and toggle on the 'Paychex Time and Attendance' option.
Your sidebar menu should now refresh and reveal the Paychex section in the Integrations dropdown menu.
In the Configuration section, click on the blue 'Connect Paychex Flex' button.
You will be prompted to enter the following:
Customer Alias
Shared Key
Username
Password
Click 'Authorize' to activate the integration.
Tip: Double-check for typos or extra spaces before saving.
ShiftCare will verify the credentials and establish a secure connection with Paychex.
Once successfully connected, ShiftCare will begin syncing your data with Paychex Flex Time & Attendance.
Exporting Timesheets
In order to export timesheets successfully, please make sure your Paychex Flex Time & Attendance account is connected to ShiftCare.
IMPORTANT: You must use the Timesheet Approval Process in ShiftCare in order to export Timesheets to Paychex. Only Approved shift hours will be able to be transferred over.
Go to the Paychex tab under the Integrations section in the sidebar menu.
In the Feature Discovery Section, click the blue 'Export Timesheets' button.
This will open a page where you can select the details for your Timesheet Export.
Select Staff: Here, you can choose to export timesheets for a single staff member, multiple individuals, or all staff members.
Select Date Range: Select the start and end dates for the pay period you want to export.
Timesheets Summary: Once fields a and b have been filled out, you will receive a summary report of the timesheet data that will be exported.
Export Timesheets: Once ready, click here to perform the export.
Note: You can click the arrow button next to the staff member's name to view more details about their timesheet.
After clicking 'Export Timesheets', you will be notified that exporting is in progress. You can continue using other parts of ShiftCare while the export runs in the background. To check on the progress, simply return later or refresh the page for the latest update.
Once completed, a summary of the export Results will be displayed. If any records were skipped or failed to export, click 'View Report' to see the reasons.
You have now exported your timesheets from ShiftCare into your Paychex Flex Time & Attendance account!
For further assistance with this Paychex Integration Guide, please contact our Support team using online chat when you're logged into ShiftCare, or email our Support team at support.northamerica@shiftcare.com.