How to Use Paylocity: Step-by-Step Guide for Employees and HR Teams

In today’s dynamic workplace, traditional HR tools no longer meet the needs of distributed, hybrid, and remote teams. Businesses are under pressure to adapt quickly, maintain compliance, empower employees, and stay competitive — all while managing a workforce that expects more flexibility and digital convenience than ever before.

This is where Paylocity stands out. As a modern, all-in-one HR and payroll platform, it provides everything your organization needs to remain agile, automate time-consuming administrative tasks, and enhance employee engagement through intuitive self-service tools and smart automation.

Whether you’re an HR manager at a growing company or a business owner looking for better payroll solutions, Paylocity simplifies complex processes and helps you focus on your people — not paperwork.

In this article, we’ll walk you through exactly how Paylocity works, how to sign up, and how to make the most of its robust features — including mobile access, employee engagement tools, and real-time insights.

What Is Paylocity and Who Is It For?

Paylocity is a cloud-based HR and payroll software platform designed to support the end-to-end employee lifecycle. From hiring and onboarding to payroll, benefits, performance tracking, and employee engagement, Paylocity brings all HR functions into one centralized, user-friendly platform.

What sets Paylocity apart is its ability to combine essential HR operations with modern tools that promote connection, flexibility, and transparency in the workplace. Businesses no longer need to patch together multiple tools or rely on outdated systems that create inefficiencies. With Paylocity, HR teams gain a streamlined solution that saves time, improves accuracy, and enhances employee experience.

Here’s what you can manage with Paylocity:

• Payroll Management: Automate payroll processing, ensure tax compliance, and offer on-demand pay options.
• Time and Attendance: Employees can easily track hours via desktop or mobile, with smart scheduling tools and real-time reporting.
• Benefits Administration: Simplify enrollment, plan comparison, and employee communication.
• Compliance Tools: Stay compliant with changing federal and state labor laws.
• Learning & Talent Development: Build skills through custom training programs and track progress.
• Employee Engagement Tools: Boost morale and retention with peer recognition, surveys, and communication channels.

Paylocity is ideal for:

• Small to mid-sized businesses seeking scalable HR solutions
• Companies with remote or hybrid teams
• Organizations ready to upgrade from manual HR processes or legacy software
• HR departments looking to improve operational efficiency and employee satisfaction

Whether you’re a startup looking to lay strong HR foundations or an established business scaling operations, Paylocity offers a future-proof platform built for the demands of today’s workforce.

Why Legacy HR Systems No Longer Work

Traditional HR systems were designed for a different era — one where employees worked on-site, processes were manual, and technology played a minimal role in workforce management. These legacy platforms often operate in silos, lack real-time integration, and require heavy administrative overhead to function effectively.

Today’s workforce is mobile, diverse, and digitally savvy. Employees expect instant access to information, seamless communication with HR, and intuitive tools that mirror their everyday tech experiences. Unfortunately, outdated systems are rigid, difficult to scale, and rarely meet the expectations of modern teams.

This disconnect creates inefficiencies, frustrates employees, and hinders business agility. That’s why more companies are turning to modern solutions like Paylocity, which bridges the gap by offering a unified, cloud-based platform that brings together automation, self-service capabilities, compliance management, and employee engagement — all in one intuitive interface.

By upgrading to Paylocity, businesses can eliminate the complexity of juggling disconnected tools and instead create a centralized, streamlined HR ecosystem built for today and ready for tomorrow.

How to Sign Up for Paylocity

Getting started with Paylocity is simple:

1. Visit the Official Website: Paylocity.com
2. Request a Free Demo: Fill in a short form to schedule a demo with a Paylocity consultant.
3. Discuss Your Needs: The team will help you assess your company’s size, workflow, and must-have features.
4. Set Up Your Dashboard: After onboarding, you’ll receive access to your own Paylocity portal, including employee logins and admin tools.
5. Start Automating: Launch payroll cycles, set time-off policies, onboard new hires, and activate employee self-service features.

Try Paylocity in Demo Mode

If you’re curious about how Paylocity works before making a full commitment, you can try it in demo mode by requesting a guided tour. Here’s how:

1. Go to the official demo request page: https://www.paylocity.com/request-a-demo/
2. Fill out the short form with your business information.
3. Select the solutions you’re interested in (e.g., Payroll, Time Tracking, Benefits, Engagement).
4. A Paylocity expert will reach out to guide you through a personalized walkthrough of the platform.

💡 Pro tip: During the demo, ask to see the employee self-service portal, mobile clock-in tools, and analytics dashboard in action.

This is the fastest way to get a real feel for the platform and determine how it fits your company’s workflow.

Compare Paylocity with Other HR Solutions

Still evaluating your options? Paylocity makes it easy to compare its platform with other leading HR and payroll providers. On their comparison page, you can:

• View feature-by-feature comparisons with competitors like ADP, Paychex, Rippling, and more
• Understand what differentiates Paylocity in terms of user experience, integrations, and automation
• Identify the best-fit solution for your business size and industry

This resource is especially useful for HR professionals who want to make informed decisions based on transparency and functionality. If you’re looking for a solution that combines depth of features with ease of use — Paylocity may be the ideal choice.

What You Can Do with Paylocity

✅ Self-Service Portals

Empower employees and managers to view pay stubs, update personal info, request PTO, and more.

📱 Mobile App for On-the-Go Access

Use the Paylocity mobile app to:

• Clock in/out from anywhere
• View pay and benefits
• Submit time-off requests
• Receive company news

📊 Advanced HR Reporting

Gain real-time insight into:

• Workforce trends
• Payroll forecasts
• Hiring pipelines
• Employee engagement scores

🎯 Learning & Development

Offer employees:

• On-demand training
• Certification tracking
• Custom learning paths

💬 Communication Tools

Foster internal communication with:

• Newsfeeds
• Surveys
• Recognition badges

Employee Engagement Made Easy

Unlike basic payroll providers that focus solely on transactions, Paylocity takes a people-first approach to HR technology. It recognizes that engaged employees are more productive, loyal, and committed to company success. That’s why the platform includes a comprehensive suite of tools designed not only to manage the workforce, but to connect and inspire it.

Paylocity helps build a strong workplace culture by enabling:

• Real-Time Feedback: Managers and peers can give immediate input on performance, encouraging continuous growth and responsiveness.
• Peer Recognition: Built-in features allow team members to celebrate one another’s successes, promoting positivity and morale.
• Pulse Surveys: Frequent, lightweight surveys help gauge employee sentiment and identify areas for improvement before they escalate.
• Internal Newsfeeds and Social Collaboration: Keep everyone aligned and engaged through real-time updates, shout-outs, and announcements.
• Engagement Analytics: Gain insight into team participation and morale over time, helping HR take proactive steps to improve retention.

These tools work together to create an inclusive, communicative environment where employees feel valued and involved. With Paylocity, HR becomes a strategic driver of culture — not just compliance.

FAQ – Getting Started with Paylocity

How do I get into Paylocity?
To log in for the first time, you’ll need your Company ID assigned by Paylocity. Then:

1. Enter your last name.
2. Enter your 9-digit SSN (twice for confirmation).
3. Add your date of birth.
4. Create a username and password. You’ll then have access to your personalized portal at access.paylocity.com.

How much does Paylocity cost per month?
Pricing varies depending on the size of your company and features selected. It typically ranges from $2 to $18 per employee/month. For accurate pricing, request a quote via demo.

How to set up Paylocity?
Setup begins with requesting a demo. Once you choose a plan, Paylocity’s team will guide you through onboarding, from configuring payroll to enabling employee self-service features.

How does Paylocity work?
Paylocity centralizes HR and payroll operations through an online platform that includes time tracking, onboarding, benefits administration, and employee engagement tools—all accessible via web and mobile.

Is the Paylocity app free?
Yes. The mobile app is free for both Android and iOS users and allows employees and managers to access their accounts on the go.

How to get company ID for Paylocity?
The Company ID is provided by your HR administrator when your organization sets up Paylocity. If you didn’t receive it, reach out to your HR department or system admin.

Is Paylocity easy to use for small businesses?
Yes! Its dashboard is intuitive and the support team offers onboarding assistance tailored to SMBs.

Can I integrate Paylocity with other systems?
Absolutely. Paylocity supports integrations with tools like QuickBooks, Slack, Microsoft Teams, and more.

Does Paylocity offer a mobile app?
Yes, both Android and iOS apps are available for employee and manager use.

How long does implementation take?
It depends on company size, but most teams are fully operational within a few weeks.

Ready to Modernize Your HR?

Paylocity isn’t just HR tech — it’s a partner that evolves with your workforce.

👉 Start your journey with Paylocity today

Experience a modern, unified platform that puts people first — and processes on autopilot.