Automating New Hire Information to Payroll Using Webhooks and Zapier

Automating New Hire Information to Payroll Using Webhooks and Zapier

When you mark a candidate as Hired in Discovered, you may want to automatically send that new employee’s details to your payroll system. With our webhook and Zapier integration, you can easily create this automation—even if we don’t directly integrate with your payroll provider.

This guide walks you through how to set up this automation using Discovered’s webhook trigger and Zapier to forward employee data to your payroll system's API endpoint.

Overview of How It Works

1. Webhook Trigger: Discovered sends a POST request to a Zapier webhook when a candidate is marked as "Hired."
2. Zapier Bridge: Zapier catches the webhook and forwards the information to your payroll system.
3. Payroll System: Your payroll system receives the data and processes the new hire.

💡 This is a flexible solution that works with any payroll system that accepts new hire data via an API endpoint.

Prerequisites

Before setting up the Zap, make sure you have:

• API credentials (or endpoint URL + headers/body format) from your payroll provider.
• A Zapier account.
• Admin access to Discovered to request or configure your webhook.

Step-by-Step Setup

Step 1: Get Your Payroll API Endpoint

Contact your payroll provider or review their API documentation. You’ll need:

• The endpoint URL for submitting new hire data.
• Any required authentication credentials (API key, bearer token, etc.).
• The expected data format (usually JSON).

Step 2: Create a Zap in Zapier

• Trigger App: Choose Webhooks by Zapier.
• Trigger Event: Select Catch Hook.
• Zapier will provide you with a Webhook URL—copy this for the next step.

Step 3: Contact Discovered Support

Send the Zapier webhook URL to our support team at info@thehiretalent.com or your dedicated account manager.

We'll configure your Discovered account to trigger a webhook when a candidate is marked as Hired, and send the following information:

• Candidate Full Name
• Email Address
• Phone Number
• Job Title
• Department (if available)
• Start Date (as marked in Discovered)

Note: Let us know if your payroll provider requires any additional fields or specific formatting.

Step 4: Test the Zapier Trigger

1. Mark a test candidate as Hired in Discovered.
2. Go to Zapier and test your webhook to ensure it captures the data correctly.

You should see the payload from Discovered populate in Zapier.

Step 5: Set Up Zapier Action to Send to Payroll

1. Action App: Use Webhooks by Zapier again.
2. Action Event: Choose POST.
3. Configure the action:
   • URL: The payroll system’s endpoint.
   • Payload Type: JSON.
   • Data: Map the fields from the webhook (Step 4) to the expected fields for your payroll system.
   • Headers: Add authentication (e.g., Authorization: Bearer YOUR_API_KEY).
4. Test the action to make sure the data reaches your payroll system successfully.

Optional: Add Filters or Delays

You can add conditions or delays in Zapier to:

• Only send hires from specific jobs or departments.
• Delay sending until a start date is finalized.
• Log or notify someone internally when a zap runs.

Troubleshooting & Support

If you're not seeing webhook data in Zapier or if your payroll provider isn’t receiving data:

• Double-check your Zap webhook URL is correctly configured in Discovered.
• Review the Zapier logs to verify if the action succeeded.
• Confirm your payroll system's API credentials and format.

Still stuck? Contact us at info@thehiretalent.com.