Field Mapping Empower Prism and Fieldclix

Modified on Wed, Jun 17 at 5:29 AM

TABLE OF CONTENTS
How Prism sync works in Fieldclix
What syncs and in which direction
How records are matched between systems
Sync details by objectEmployees (Prism → FCX)
Payroll Items (Prism → FCX)
Payroll checks — time export and cost ratesTime export (FCX → Prism)
Cost rates (Prism → FCX)
PTO balances (Prism → FCX)
Configuration and support
Questions & Answers
What this article covers: which Empower Prism records correspond to Fieldclix (FCX) records, which way data flows, and the business rules of the integration.
Direction key: ⇨ into FCX | ⇦ out of FCX
How Prism sync works in FieldclixFieldclix connects to Empower Prism through a scheduled API integration. Selected payroll and HR data stay aligned between the two systems. One Prism client company maps to one FCX instance.

Typical sync lifecycle:
Reference data into FCX — employees and pay codes (payroll items)
PTO balances into FCX — sick and vacation hours for linked employees
Payroll closure — approved time card allocations can be uploaded to Prism as payroll batch data (when enabled)
Cost actuals back into FCX — processed payroll voucher lines import as Cost Rates (when enabled)
Note: Which steps run depends on your tenant configuration. Not every client has payroll upload, cost import, or PTO sync enabled.





What syncs and in which directionPrismDirectionFieldclixRole in the process
Employees⇨EmployeesHR master data; Prism is the source of truth
Pay Codes⇨Payroll ItemsPay codes used on time cards and cost import
Paid Time Off (SICK / VAC)⇨Employee PTO balancesSick and vacation hours on the employee card
Payroll batch (time upload)⇦Payroll TC DataHours sent at payroll closure
Payroll voucher details⇨Cost RatesActual payroll cost after the batch is completed





How records are matched between systemsAfter the first successful sync, FCX remembers the link between a record in FCX and its counterpart in Prism.
Many FCX records can be linked to an external system. When a link exists, it is stored in the External Links table using internal record IDs from both systems. That lets records stay matched even when some display fields change later — though certain business keys must still align for the first match.
First-time matching (before a link exists):
FieldclixPrismHow they are matched
EmployeeEmployeeEmployee ID (Prism employee ID = FCX Employee ID)
Payroll ItemPay CodePay code ID (abbreviation); fallback: abbreviation or full name
Payroll CheckPayroll batchPay date + pay group; link stored as payroll check ↔ batch
PTO balanceEmployee PTORequires existing employee link first
Cost Rate lineVoucher lineEmployee link + payroll item link (missing pay codes may be created automatically)
Once matched, later syncs use the stored link. Manual edits in FCX to fields owned by Prism can be overwritten on the next sync.




Sync details by objectEmployees (Prism → FCX)Direction: Prism → FCX only. Prism is the HR source of truth.
Prerequisites
Pay group mapping must be configured: each Prism pay group code maps to an FCX payroll period type. Employees without a valid mapping are skipped.
A default employee category must be configured for new employees.
What is imported
PrismFieldclixNotes
Employee IDEmployee IDMatch key
First / middle / last nameName fieldsTitle-cased on import
Work emailEmailOptional on updates; always on create when configured
Work phonePhoneOptional on updates; always on create when configured
Contact statePayroll state
Pay groupPayroll period typeVia pay group mapping
Status classActive / terminatedTerminated (T) employees are inactive in FCX
Important behavior
Prism employee list is read with status class ALT (active and terminated).
New employees are created in FCX only when Create New Employees is enabled and the Prism employee is active.
Terminated employees that were never linked are not created in FCX.
Whether email and phone update on later syncs depends on tenant settings.
Changes made only in FCX do not write back to Prism.




Payroll Items (Prism → FCX)Direction: Prism → FCX only.
What is imported
Prism Pay CodeFieldclix Payroll ItemNotes
Pay code IDAbbreviationMatch key
Pay code ID + descriptionNameFormatted as {ID} - {description}
Pay reason HWage flagHourly / wage pay codes
—Item typeStored as Pay Code
Important behavior
All pay codes from Prism client codes (Pay option) are processed each run.
FCX tries to match existing payroll items by abbreviation or name before creating new ones.
Sick, vacation, and other payroll-item flags beyond wage are maintained in FCX, not overwritten from Prism.




Payroll checks — time export and cost ratesThis step handles two related processes in one sync flow: pushing time data to Prism and pulling actual costs back into FCX.

Time export (FCX → Prism)When it runs: For payroll checks marked ready for sync to payroll, when a Prism upload template is configured.
Prerequisites
Check date and payroll period type must be set on the check.
Pay group mapping must resolve the check’s period type to a Prism pay group.
Employees and payroll items must already be linked.
A matching Prism payroll batch must exist and be in a timesheet-ready status.
What is sent
Allocation data from the payroll check is built into a CSV upload. Each row uses the linked Prism employee ID and pay code, plus hours and date from time card allocations (wage and non-wage allocations).
What happens after upload
On success, FCX raises an integration event and marks the check as uploaded.
On failure, FCX raises an error event; failure details may be saved for review.
Depending on settings, Prism may accept the upload even when partial import errors are returned.




Cost rates (Prism → FCX)When it runs: For payroll checks ready to sync from payroll, when sync cost rates is enabled.
Prerequisites
The linked Prism batch must be completed.
Employee links must exist for employees on the check.
What is imported
Payroll voucher lines for employees on the check, including:
Earnings — amount, hours, and rate for wage lines
Other earnings
Company taxes
Employer contributions
Optional retirement amounts when configured
Missing pay codes on voucher lines can be created automatically in FCX and linked.
Link created: payroll check ↔ Prism payroll batch (used for both upload and cost import).




PTO balances (Prism → FCX)Direction: Prism → FCX only.
Prerequisites
Employee must already have an employee link.
Employee’s payroll period type must be included in pay group mapping.
What is imported
Prism paid-time-off registers:
Prism registerFieldclix fields
SICK — accrued YTDSick hours available
SICK — used YTDSick hours used
VAC — accrued YTDVacation hours available
VAC — used YTDVacation hours used
Important behavior
PTO sync runs only for employees that are already linked.
If no sick or vacation balance is returned, that employee is skipped for the run.
PTO values in FCX are read-only from the user’s perspective during sync — they reflect Prism as the source.





Configuration and supportPrism connector options — which objects sync, pay group mapping, upload template, cost rate import, create-new-employee behavior, and sync schedule — are set by the Fieldclix Implementation team during onboarding or when requirements change. End users cannot change integration mapping in the FCX UI.





Questions & AnswersQ: Is Prism integration the same for every Fieldclix client?
A: No. Which flows run (employees only, payroll items, PTO, payroll upload, cost rates) and how pay groups map to period types depend on what was configured for your tenant.
Q: Can I edit employee details in Fieldclix and have them update Prism?
A: No. Employee sync is Prism → FCX only.
Q: What is the employee match key?
A: Prism employee ID must equal FCX Employee ID for the first match. After that, the external link is used.
Q: Why was an employee skipped during sync?
A: Common reasons: missing pay group mapping, unknown payroll period type, missing default category, employee is terminated and was never linked, or Create New Employees is disabled.
Q: Why did payroll not upload to Prism at closure?
A: Check: check date is set, pay group mapping exists for the period type, employee and payroll item links exist, upload template is configured, and a Prism batch in timesheet-ready status exists for the pay date and pay group.
Q: When do cost rates import from Prism?
A: When sync cost rates is enabled and the linked Prism batch status is completed after payroll processing.
Q: Does QuickBooks Online-style PTO apply to Prism?
A: No. Prism supports PTO balance sync via API. This is different from QuickBooks Online, where PTO is not available through the integration.

Prism	Direction	Fieldclix	Role in the process
Employees	⇨	Employees	HR master data; Prism is the source of truth
Pay Codes	⇨	Payroll Items	Pay codes used on time cards and cost import
Paid Time Off (SICK / VAC)	⇨	Employee PTO balances	Sick and vacation hours on the employee card
Payroll batch (time upload)	⇦	Payroll TC Data	Hours sent at payroll closure
Payroll voucher details	⇨	Cost Rates	Actual payroll cost after the batch is completed

Fieldclix	Prism	How they are matched
Employee	Employee	Employee ID (Prism employee ID = FCX Employee ID)
Payroll Item	Pay Code	Pay code ID (abbreviation); fallback: abbreviation or full name
Payroll Check	Payroll batch	Pay date + pay group; link stored as payroll check ↔ batch
PTO balance	Employee PTO	Requires existing employee link first
Cost Rate line	Voucher line	Employee link + payroll item link (missing pay codes may be created automatically)

Prism	Fieldclix	Notes
Employee ID	Employee ID	Match key
First / middle / last name	Name fields	Title-cased on import
Work email	Email	Optional on updates; always on create when configured
Work phone	Phone	Optional on updates; always on create when configured
Contact state	Payroll state
Pay group	Payroll period type	Via pay group mapping
Status class	Active / terminated	Terminated (`T`) employees are inactive in FCX

Prism Pay Code	Fieldclix Payroll Item	Notes
Pay code ID	Abbreviation	Match key
Pay code ID + description	Name	Formatted as `{ID} - {description}`
Pay reason `H`	Wage flag	Hourly / wage pay codes
—	Item type	Stored as Pay Code

Prism register	Fieldclix fields
SICK — accrued YTD	Sick hours available
SICK — used YTD	Sick hours used
VAC — accrued YTD	Vacation hours available
VAC — used YTD	Vacation hours used