Your Paylocity Implementation: A Step-by-Step Success Guide

Dive into OutSail's comprehensive guide for a successful Paylocity implementation. Get expert tips on optimizing your HRIS system for maximum efficiency and impact.

Brett Ungashick
OutSail HRIS Advisor
February 25, 2024
User setting up their Paylocity platform

Embark on a journey through the ever-evolving landscape of Human Resources technology, where Paylocity emerges as a shining star. This innovative platform offers a comprehensive Human Resources Information System (HRIS), adeptly catering to a wide spectrum of HR demands. From the intricate details of payroll processing to the subtle art of performance management, Paylocity stands as a versatile and powerful ally.

This guide is your compass to mastering Paylocity's capabilities, designed to help you seamlessly integrate this robust system into your business operations. Whether you're streamlining payroll, enhancing employee engagement, or optimizing talent management, our aim is to ensure that your journey towards implementing Paylocity not only meets but exceeds your expectations, unlocking new potentials in your HR functionalities.

Understanding Paylocity's Flagship Product

Core Offerings

At the core of Paylocity's comprehensive suite lies its flagship HRIS platform, a true powerhouse in the realm of human resources and payroll management. This platform stands out through its remarkable versatility, expertly managing a wide spectrum of HR tasks with precision and ease. It's not just about handling the basics; Paylocity upgrades the entire HR process, from managing intricate employee data to executing complex payroll calculations with unparalleled accuracy. This system is designed to streamline and simplify the myriad tasks HR professionals face on a daily basis, turning what used to be cumbersome processes into seamless operations.

Module Range

Paylocity offers more than just excellent payroll capabilities. It provides a comprehensive range of modules that address various aspects of HR management. While payroll forms the foundation, it is strengthened with modules for talent acquisition, benefits management, time and attendance, and more. These modules seamlessly work together, creating a cohesive and integrated HR ecosystem. By customizing these modules to suit your specific business needs, you can unlock the full potential of Paylocity. This customization is crucial to optimize your HR processes, making Paylocity not just a service provider but also a strategic partner in your business growth.

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Customizing Your Paylocity Experience

Full Suite vs. Modular Approach

When deciding how to integrate Paylocity into your business, you have two choices: implementing the full suite of services all at once, or adopting a more gradual approach by module. Opting for the full-suite implementation ensures that all components work together cohesively and offer a comprehensive solution from the start. This approach can streamline processes and reduce the learning curve for your team.

On the other hand, a modular approach offers flexibility and targeted focus, allowing you to prioritize specific areas, such as payroll or talent management, based on your immediate needs. You can gradually expand as your familiarity with the system grows. This phased approach can be less overwhelming and allows for a more customized adaptation to Paylocity, fitting your organization's unique pace and priorities.

Implementation Timeline

The implementation timeline of Paylocity's services typically takes around 2-3 months, but this can vary depending on a few factors. The size of your business is a significant factor, as larger organizations with more complex structures and needs may require extra time for a thorough implementation. Additionally, the complexity and number of modules you choose to implement can impact the duration of the process. Another crucial factor is the preparedness of your data for migration. Organized and clean data can speed up the process, while disorganized data may require additional time for cleaning and preparation. By understanding these variables, you can set realistic expectations and plan efficiently to ensure a smooth transition to Paylocity's processes, ultimately reducing the learning curve for your team.

The Role of Third-Party HRIS Implementation Firms

Benefits of External Support

In the complex and challenging process of implementing HRIS, third-party firms provide invaluable support and guidance. These external experts have significant experience and specialized knowledge which is crucial for navigating the intricacies of a system like Paylocity.

Their role extends beyond just providing advice; they act as strategic partners, helping tailor the implementation to the specific needs and goals of your organization.

These firms possess a deep understanding of the complexities of HRIS, enabling them to anticipate challenges and mitigate risks that may not be immediately apparent to an in-house team. By working with them, you can streamline the implementation process, reducing both time and cost inefficiencies.

Additionally, they offer a fresh, unbiased perspective on your HR processes, often identifying opportunities for optimization that internal teams may overlook.

OutSail can help match you to the right implementation firm, based on your organization's needs & budget.

Services Offered

The services offered by these HRIS implementation firms are comprehensive and multifaceted. They begin with an in-depth analysis of your current HR systems and processes, identifying areas that will benefit most from Paylocity's capabilities.

Data management is a critical component of their services; they ensure that your employee data is not only accurately migrated to the new system but also structured in a way that maximizes Paylocity's efficiency and effectiveness.

These firms also play a pivotal role in system configuration, setting up Paylocity to align perfectly with your business processes and requirements. This includes customizing workflows, setting up user permissions, and integrating Paylocity with other software used in your business.

Furthermore, they provide training and support to your staff, ensuring a smooth transition and fostering confidence in using the new system.

Best Practices for a Smooth Paylocity Implementation

  1. Experienced Implementation Team: These firms have a deep understanding of HRIS intricacies. As a result, they can anticipate challenges and mitigate risks that may not be evident.
  2. Internal Team Bandwidth: Your internal team is the crew of this ship. Dedicate adequate resources to support the implementation voyage.
  3. Data Preparedness: Start with clean, well-organized employee data. This preparation ensures a smoother transition and less turbulence during data migration.
  4. Process Documentation: Map out your current processes. This blueprint is vital for integrating system workflows and automating operations efficiently.

Leveraging OutSail for Implementation Preparation

OutSail is a valuable resource for enterprises embarking on their Paylocity implementation journey. From providing comprehensive guidance to facilitating vendor selection, OutSail streamlines the preparation phase, setting the stage for implementation success.

Through OutSail's platform, organizations can seamlessly connect with vendors specializing in Paylocity implementation. This matchmaking process ensures alignment with the company's unique requirements, fostering collaboration with an ideal implementation partner.

Overcoming Common Implementation Challenges

Paylocity implementation and system integration issues are often at the forefront. Ensuring that Paylocity seamlessly integrates with your existing systems requires meticulous planning and testing. It's not just about technical compatibility; it's also about ensuring that data flows coherently between systems.

User adoption is another significant hurdle. The success of any new HRIS hinges on how well it is embraced by the users – your employees. To facilitate this, comprehensive training sessions, user-friendly guides, and ongoing support are essential. Address resistance to change by highlighting the benefits and improvements Paylocity brings to their everyday work life.

Another challenge is data accuracy and integrity during migration. The transition to Paylocity is an opportune moment to clean and organize your data. Prioritize accuracy and completeness to avoid complications post-implementation.

Lastly, underestimating the need for ongoing support and updates can impede long-term success. Stay proactive in maintaining the system, and keep abreast of new features and updates that Paylocity offers.

Case Studies

Learning from real-life scenarios provides valuable insights. For instance, a medium-sized retail company faced user adoption challenges. They overcame this by appointing internal Paylocity champions who facilitated peer training and support. Another example is a non-profit organization that encountered data migration issues. They turned this around by conducting a thorough data audit pre-migration, ensuring a smooth transition.


A successful Paylocity implementation is akin to conducting a symphony – it requires coordination, practice, and a clear understanding of every instrument. Thorough preparation, strategic planning, and leveraging external support when necessary are key components. As you embark on this journey, do so with confidence and clarity. Remember, the right approach to implementing Paylocity can profoundly impact the efficiency and effectiveness of your HR operations, unlocking the immense potential of your HRIS system. With the right steps, Paylocity is not just a tool but a transformational force for your organization.

1. Which HRIS systems are best suited for mid-sized companies?

Some of the top HRIS systems for mid-sized companies include BambooHR, Hibob, Rippling, Paycor, Paycom, Paylocity, UKG Ready (formerly Kronos), ADP Workforce Now, UKG Pro (formerly UltiPro), and Ceridian.

2. What is the average customer size for each of these HRIS vendors?

The average customer size varies for each vendor, but generally ranges between 25 and 10,000 employees, with some vendors specializing in the mid-market segment.

3. What are the key modules offered by these HRIS systems?

The modules offered typically include HRIS, Payroll, Time & Attendance, Onboarding, Performance Management, Engagement, Benefits Administration, Learning, and Applicant Tracking Systems (ATS). However, not all vendors offer all modules, so it's essential to check specific offerings.

4. What is the pricing range for these HRIS systems?

Pricing ranges vary depending on the vendor and the modules selected, but typically fall between $8 and $32 per employee per month (PEPM). It's essential to consider the specific needs of your organization when evaluating pricing.

5. How do these HRIS systems differ in terms of strengths and weaknesses?

Each HRIS system has its strengths and weaknesses. For example, some may excel in payroll and workforce management, while others prioritize employee engagement and culture. Understanding your organization's priorities can help you choose the best fit.

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Meet the Author

Brett Ungashick
OutSail HRIS Advisor
Brett Ungashick, the friendly face behind OutSail, started his career at LinkedIn, selling HR software. This experience sparked an idea, leading him to create OutSail in 2018. Based in Denver, OutSail simplifies the HR software selection process, and Brett's hands-on approach has already helped over 1,000 companies, including SalesLoft, Hudl and DoorDash. He's a go-to guy for all things HR Tech, supporting companies in every industry and across 20+ countries. When he's not demystifying HR tech, you'll find Brett enjoying a round of golf or skiing down Colorado's slopes, always happy to chat about work or play.

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