Real-time
Two-way sync
Changes in Paylocity or Smartsheet instantly reflect in both systems. No stale data, no manual imports.
Human resources ⇄ Business productivity
Paylocity to Smartsheet integration — real-time, two-way sync
Keep Paylocity and Smartsheet in sync without custom scripts. Cut weeks of integration work, eliminate silent data drift, and give your team a single, reliable source of truth.
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Adopted by fast-scaling companies moving mission-critical data in real time
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Why teams connect Paylocity and Smartsheet
Keep the people, teams, and status that Smartsheet and Paylocity share aligned in real time, so a hire, role change, or departure recorded in one reaches the other within seconds.
Each tool in Smartsheet keeps its own list of who can use it: users, members, or agents, along with the team they sit on and whether they are still active. Paylocity is the authoritative record of the same people as employees, with their department, manager, and employment status. When those two are connected only by manual account admin or a periodic export, the work tools drift: new hires wait days for access, team and manager changes never catch up, and people who have left keep standing accounts.
Stacksync syncs Sheets, Rows, Columns, Cells in Smartsheet with Direct Deposit, Pay Statements, Company Codes, Custom Fields in Paylocity bi-directionally and in real time. A person added, moved, or offboarded in Paylocity creates or updates the matching user in Smartsheet within seconds, with field-level mapping and conflict resolution in place of spreadsheets and one-off account changes. Where Smartsheet captures details of its own, such as a corrected contact or a login identity, those can flow back to Paylocity in whichever direction you configure.
Because the sync is field-level, each system keeps its own extras; only the shared facts, who a person is, which team they belong to, and whether their access should be on, are held in agreement.
Common use cases
- 01 Write records from a CRM or ERP into Smartsheet Rows so ops teams manage intake and status in a grid, then push status Cells back to the source.
- 02 Pull Reports and Sheets into a warehouse for cross-project reporting and dashboards without manual CSV exports.
- 03 Read Pay Statements and Direct Deposit allocations into a Postgres or warehouse database for labor-cost, GL, and headcount reporting in SQL.
- 04 React to the Employee Change webhook to pull the updated Employee record and propagate title, location, or manager changes to downstream apps within minutes.
Common sync patterns
One employee directory
A person's name, title, contact details, or status corrected in either system updates the other, so both sides stop maintaining separate copies of the same person.
Org and team structure kept current
Department, team, and reporting-line changes from Paylocity keep the groups, queues, or projects in Smartsheet assigned to the right people.
Where Smartsheet routes or assigns work by person: assignments follow the org
When someone changes teams or managers in Paylocity, the queues, ownership, or approvals in Smartsheet update to match, so work reaches whoever holds the role now.
What you can sync between Paylocity and Smartsheet
Representative objects on each side — any object or custom field can map to any target. Schemas are auto-detected; types are converted between the two systems.
| Paylocity objects | Smartsheet objects | How this pairing syncs | |
|---|---|---|---|
| Earnings (Pay Setup) Recurring earning codes at the employee level; two-way via Upsert Earning and Delete, with Get All Earnings and Get by earning code for reads. | Reports Read-only roll-ups spanning multiple sheets; pulled into a warehouse for cross-sheet reporting, capped at 50,000 rows. | Earnings (Pay Setup) is specific to Paylocity and Reports to Smartsheet — each maps to any object or custom field on the other side. | |
| Local and State Taxes Two-way via Create/Update/Delete Local Tax and Upsert Primary / Non-Primary State Tax; Get by tax code and Get All for reads. | Attachments Files linked to rows or sheets; posting one carries a 10x rate cost, so bulk file sync is throttled to 30 per minute. | Local and State Taxes is specific to Paylocity and Attachments to Smartsheet — each maps to any object or custom field on the other side. | |
| Direct Deposit Read-only: Get All Direct Deposit and Get Employee Bank Accounts return main and additional allocations. Bank details cannot be written through the API. | Discussions and Comments Threaded comments on rows and sheets; read out to sync collaboration history or activity into another system. | Direct Deposit is specific to Paylocity and Discussions and Comments to Smartsheet — each maps to any object or custom field on the other side. | |
| Pay Statements Read-only detailed payroll statement data — earnings, deductions, taxes, and direct deposit allocations by year, check date, or date range. Pulled for reporting, never written. | Users and Groups Account membership and sharing; synced to keep an HR or identity source aligned with sheet and workspace access. | Pay Statements is specific to Paylocity and Users and Groups to Smartsheet — each maps to any object or custom field on the other side. | |
| Company Codes Read-only reference codes and descriptions (cost centers, departments, positions) used to validate field mappings on employee writes. | Sheets The core container; each sheet has typed columns, rows, and a modifiedAt stamp. Stacksync treats a sheet as a table and syncs its rows two-way. | Company Codes is specific to Paylocity and Sheets to Smartsheet — each maps to any object or custom field on the other side. | |
| Custom Fields Read-only company-specific custom fields returned by category, used to enrich the employee record downstream. | Rows Records inside a sheet, each with createdAt/modifiedAt and cells keyed by columnId; the primary unit synced to and from external tables. | Custom Fields is specific to Paylocity and Rows to Smartsheet — each maps to any object or custom field on the other side. |
How changes propagate between Paylocity and Smartsheet
Each direction of the sync is driven by what the source system can signal and what the destination accepts — detection, delivery, and expected latency below.
Paylocity Smartsheet Sub-second propagation
DetectionPaylocity notifies Stacksync of record changes through webhook events. Webhooks — Paylocity POSTs Employee New Hire, Employee Change, Termination, Payroll Processed, and Time Off Approval events to a callback URL.
DeliveryEach detected change is written to Smartsheet through its API, with automatic retries and rate-limit backoff.
Smartsheet Paylocity Sub-second propagation
DetectionSmartsheet notifies Stacksync of record changes through webhook events. Sheet-scoped webhooks subscribed to *.* events notify on row and cell changes.
DeliveryEach detected change is written to Paylocity through its API, with automatic retries and rate-limit backoff.
Rate-limit considerations
- Paylocity: 25 requests per second (1,500 per minute); exceeding it returns HTTP 429. Every path is scoped to a Paylocity-assigned companyId (a company code, not a UUID).
- Smartsheet: 300 requests per minute per access token; heavy calls like posting attachments cost 10x (30/min). A 429 returns errorCode 4003, back off ~60s.
What ships with Paylocity ⇄ Smartsheet
Connect Paylocity and Smartsheet for flexible, real-time data sync.
Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Paylocity–Smartsheet connection.
No-code + pro-code
Workflow automation
Trigger automated workflows whenever Paylocity or Smartsheet data changes, update records, fire webhooks, or kick off sequences without brittle API scripts.
At scale
Event queues
Handle millions of events per minute without losing a single Paylocity or Smartsheet record.
Observability
Monitoring
Track your Paylocity ⇄ Smartsheet sync health, view errors, and replay failed events in one click.
Trading partners
EDI
Transform legacy EDI complexity into simple database interactions between Paylocity and Smartsheet.
How the Paylocity and Smartsheet connectors work
Paylocity
- Integration surface
- REST API (v1 and v2), JSON payloads
- Authentication
- OAuth 2.0 client credentials via the Paylocity Identity Provider (/IdentityServer/connect/token) with the WebLinkAPI scope; access tokens expire after one hour and API access must be enabled by Paylocity for the company
- Change detection
- Webhooks — Paylocity POSTs Employee New Hire, Employee Change, Termination, Payroll Processed, and Time Off Approval events to a callback URL; payloads carry only companyId and employeeId, so the receiver calls the relevant API to fetch changed values. Scheduled polling is used for objects without webhooks.
- Capabilities
- read · write · webhooks
- Rate limits
- 25 requests per second (1,500 per minute); exceeding it returns HTTP 429. Every path is scoped to a Paylocity-assigned companyId (a company code, not a UUID).
Smartsheet
- Integration surface
- REST API (v2.0)
- Authentication
- OAuth 2.0 authorization-code flow, or a raw/personal API access token passed as a Bearer header
- Change detection
- Sheet-scoped webhooks subscribed to *.* events notify on row and cell changes; otherwise polling on sheet and row modifiedAt timestamps
- Capabilities
- read · write · webhooks
- Rate limits
- 300 requests per minute per access token; heavy calls like posting attachments cost 10x (30/min). A 429 returns errorCode 4003, back off ~60s.
How it works
How to connect Paylocity to Smartsheet — three steps, no code
Configure and sync within minutes, no code. Whether you sync 50k or 100M+ records, Stacksync handles the queues, infra, and plumbing. Integrations are non-invasive and need zero setup on your systems.
- 01
Connect your apps
Authenticate Paylocity and Smartsheet with each platform's native method — OAuth, API keys, or service accounts — plus secure options like SSH tunneling, IP whitelisting, and VPC peering.
Paylocity
connected
Smartsheet
connected
OAuth 2.0SSH tunnelSSL certificateVPC peering - 02
Choose tables
Pick the Paylocity and Smartsheet objects to sync — Stacksync auto-detects both schemas, including custom fields where the platform exposes them. Sync to existing tables, or let Stacksync create new ones with ideal data types.
objects · Paylocity ⇄ SmartsheetCustomers 12,480Sales Orders 8,213Invoices 5,902Items 1,344 - 03
Map fields
Fields map automatically even when names and types differ. Stacksync handles transformation and type casting for you, zero configuration required.
Paylocity SmartsheetCompany company_name textEmail email textAmount amount numericCreated created_at timestamp
FAQ
Paylocity and Smartsheet integration FAQ
-
Yes. Stacksync provides a managed, real-time two-way integration between Paylocity and Smartsheet: authenticate both systems, choose the objects to sync (such as Paylocity's Earnings (Pay Setup) and Local and State Taxes), map fields visually, and changes propagate both ways in milliseconds — no code required.
-
On the Smartsheet side: Sheets, Rows, Columns, Cells, plus custom fields where Smartsheet exposes them. On the Paylocity side: Direct Deposit, Pay Statements, Company Codes, Custom Fields. Stacksync auto-detects both schemas and converts types between the two systems.
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Yes. Each object mapping can be bidirectional or restricted to a single direction (both systems accept writes). Read-only mirrors, one-way pushes, and full two-way sync can be mixed in the same integration.
-
Common patterns for Paylocity and Smartsheet: One employee directory; Org and team structure kept current; Where Smartsheet routes or assigns work by person: assignments follow the org. A person's name, title, contact details, or status corrected in either system updates the other, so both sides stop maintaining separate copies of the same person.
-
Paylocity: REST API (v1 and v2), JSON payloads. Authentication: OAuth 2.0 client credentials via the Paylocity Identity Provider (/IdentityServer/connect/token) with the WebLinkAPI scope; access tokens expire after one hour and API access must be enabled by Paylocity for the company. Smartsheet: REST API (v2.0). Authentication: OAuth 2.0 authorization-code flow, or a raw/personal API access token passed as a Bearer header. Stacksync manages authentication, retries, and rate limits on both sides.
-
Smartsheet: Reports are read-only and capped at 50,000 rows; paged report reads return at most 10,000 rows per request. Paylocity: The rate limit is 25 calls per second (1,500 per minute); full-employee reads must be paged and throttled to avoid HTTP 429 errors. Stacksync's field mapping accounts for these differences between Paylocity and Smartsheet without custom code.
SECURITY
Security teams trust Stacksync
As a data company, we understand the importance of keeping your data secure. Stacksync is built with security best practices to keep your data safe at every layer, and is DPF-certified for US, EU, UK and CH data transfers.
SOC 2 Type II
ISO 27001
HIPAA BAA
GDPR
CCPA
DPF US-EU-UK-CH
→ SECURITY WITH BENEFITS
SSO & SCIM
Let your users access Stacksync from your centralized user management systems. Works with Okta, Azure, Google SSO and more.
Alerts
Immediately get alerted about record syncing issues over email, Slack, PagerDuty and WhatsApp. Resolve issues from a centralized dashboard with retry and revert options.
Secure connection options
Securely connects to your systems with:
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