Overview
Census season goes much more smoothly when payroll is already connected. Launching payroll connection projects early gives you time to map payroll provisions to each plan, fix any connection issues before they become urgent, and collect census data without delays. Extra lead time means fewer surprises — and less frustration for your plan sponsors.
To make this easy, CX includes a curated project template called Payroll Connection - (Pre-Census). It emails your plan sponsors and asks them to connect payroll through the client portal.
Prerequisites
Plan sponsor contacts with client portal access (the email links them to the portal)
Permission to download templates from Explore Curated Templates — ask your administrator if you don't see the option
Download the template
Open your project templates in CX.
Click Explore Curated Templates.
Search for Payroll Connection - (Pre-Census).
Click Download. The template is cloned into your team's templates, ready to launch.
How the project works
The project contains a few simple tasks. The key one is Send Email to Plan Sponsors Updating Them About Payroll Connection. This task triggers an automation that emails your plan sponsors and tells them it's time to connect payroll.
Our default email template reads:
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Subject: Connect Payroll Prior to Census Collection
Hi [Recipient(s) First Name],
To ensure a smooth experience as we prepare for the upcoming plan year, we're asking you to connect your payroll provider ahead of time. This will help avoid potential delays or errors in payroll data transmission and processing.
We've partnered with Stax.ai, a secure integration platform, to streamline this connection. The process is quick—usually taking only a few minutes—and will help us support you more effectively throughout the year.
👉 Please take action by Due Date by logging into your client portal and completing the payroll connection task.
Your Next Steps:
Log in to your client portal at the link below.
Navigate to Your Profile Icon (in the top right corner of the portal) and select Payroll from the dropdown
Follow the on-screen instructions to connect your system (Intuit, ADP, Paychex, etc.)
If you have any questions or need help with setup, please reply to this email. We're here to make the process as seamless as possible.
Thanks for your prompt attention - connecting today will save valuable time down the road!
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Tip: You can edit the email template before launching to match your firm's voice or add a specific deadline.
Launch the project
Open the downloaded Payroll Connection - (Pre-Census) template.
Launch it for the companies whose payroll isn't connected yet. The Payrolls page shows you which clients still need a connection.
Complete the email task (or let the automation send it) so plan sponsors get their instructions.
Track responses as connections come in. Statuses on the Payrolls page update as sponsors finish.
You're all set!
As sponsors connect, their payroll status moves toward Active. Follow up with anyone stuck at Awaiting Client — they started the connection but didn't finish.
Tips
Start as early as possible. Assisted connections can take up to two weeks, so lead time matters.
The Stax.ai team is ready to help — reach out to [email protected] if you or a sponsor hits a snag.
Related articles
Connecting Payroll (Client Portal) — the steps sponsors follow after they get the email
Payroll Statuses Explained — track which sponsors have finished connecting
Drag and Drop Payroll Uploading — an option for sponsors whose provider can't connect