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0. Properties - Meeting Date: 2026-02-21 - Meeting Type: Call - Note Type: Summary - Attendees: Josh Ford, Lisa Law, Jennilee Autry, Steve Wade, Nathan Harpel, Barbara Bement, Scott Warner, Shawn Remick, Andrew Porter, Tracy Richards, Kate Loughery, Vanessa Knecht 1. Meeting Summary We met with the Paylocity team to align on top priorities and scope for a potential HCM/time and payroll system replacement for Festool and SawStop. The recurring pain points with Paycor and Paychex are significant - implementation quality, poor support, limited reporting, lack of granular access controls, and inefficient workflows driving manual work. As a leadership team, we prioritized time and labor, payroll, compliance, recruiting and onboarding, reporting and access controls, and benefits integration. Operationally, logistics and warehouse leads need task-level time tracking, better labor KPIs, attendance and incident tracking, and future integration to SAP systems. HR needs an integrated recruiting and onboarding workflow with checklists, reminders, and compliant document handling, plus configurable time and payroll that allows work to be done in advance of import deadlines. Finance and Canadian payroll compliance needs are material - CRA filings, CPP/EI, ROE handling, provincial workers' comp (WSIB in Ontario and equivalent boards), vacation accrual by province, and support for RRSP handling given employee-selected plans. IT needs identity management, robust APIs and webhooks, role-based access with fine-grained segregation by location and function, and secure integrations with Microsoft and global tools already in place. We agreed to a two-hour demo on Monday, March 2, front-loaded with time and labor, payroll, attendance, learning, and logistics-centric topics. We will execute an NDA before any file exchanges. Target go-live for Festool is July to align to a quarter break; SawStop is targeting 2027 to align with budget and open enrollment timing. 2. Attendee List - Josh Ford - Lisa Law - Jennilee Autry - Steve Wade - Nathan Harpel - Barbara Bement - Scott Warner - Shawn Remick - Andrew Porter - Tracy Richards - Kate Loughery - Vanessa Knecht 3. Action Items - Josh Ford - Send recap email with agenda, priorities, and timeline; include the slide from the call. - Josh Ford - Schedule and confirm the 2-hour demo for Monday, March 2, 2:15-4:15 ET, front-loaded with time and labor, payroll, learning, and logistics topics. - Josh Ford - Initiate and route NDA for signature prior to any file exchange. - Josh Ford - Provide a secure file link for SawStop reporting samples once NDA is in place. - Jennilee Autry - Send links to Paylocity Trust Center and security documentation including SOC 2 and BCP. - Jennilee Autry - Send API and webhook documentation. - Jennilee Autry - Prepare demo coverage on: time clocks and methods including geofencing options, task-level time tracking and job costing, attendance and incident tracking, granular role-based access controls, reporting/export formats, onboarding workflows with checklists and reminders, WMS integration options for SAP R/3 and SAP S/4HANA, and identity management/SSO options with Microsoft. - Andrew Porter - Send scope of Canadian payroll services and compliance coverage, including CRA filings, CPP/EI, ROE, provincial workers' comp boards, and new hire registrations. - Andrew Porter - Send any follow-up Canadian payroll questions to Barbara via Josh. - Barbara Bement - Confirm Canadian provinces where we have employees and corporate registrations; validate workers' comp board obligations including WSIB Ontario. - Barbara Bement - Provide details on current RRSP handling and match process, and confirm whether EBC handles COBRA administration for Festool. - Kate Loughery - Compile examples of Paycor pain points and adjustment logs, including the 27-pay-period handling, bonus imports, and 401(k) feed issues, for demo context. - Tracy Richards - Provide list of manual spreadsheets and reports used for payroll/time and recruiting at SawStop via the secure link post-NDA. - Shawn Remick - Outline access control requirements and identity/SSO expectations; review API docs and confirm Microsoft integration approach; note constraints due to global tools such as SAP SuccessFactors and the global asset management platform. - Steve Wade and Nathan Harpel - Define the short list of 10 or fewer labor tasks for task-level time tracking; enumerate KPI reporting needs and any WMS data requirements. 4. Relevant Timelines - Demo - Monday, March 2, 2:15-4:15 ET - Front-load time and labor, payroll, learning, logistics; recruiting/onboarding follows. - NDA - Execute before any file exchange from SawStop or Festool HR/Finance. - Festool target go-live - July - Align to a quarter break; requires immediate implementation planning if we proceed. - SawStop target - 2027 - Align with budget cycle and in place before open enrollment; vendor selection earlier, implementation to follow. - Canadian payroll scoping - Near-term - Andrew to send scope and questions this week; Barbara to respond. 5. Additional Notes - Time and payroll pain points with Paycor are severe: inability to make salary adjustments prior to time import, broken 27-pay-period logic, unreliable 401(k) feeds to Lincoln and Vanguard, PDF-only after-payroll reports, and failed imports for bonuses. Expectation is Excel/data export capability and reliable benefit and retirement plan feeds. - Recruiting and onboarding are fragmented: ApplicantStack, DocuSign, Checkr, manual checklists, manual document storage, separate E-Verify. Goal is a single system for offer letters, onboarding packets, compliance docs, checklists, automated reminders to managers, and electronic filing, with optional learning content tied to day-30 tasks. - Temps and agency workers must be in time and headcount but excluded from payroll. SawStop estimates roughly 20 temps; Festool has approximately 6. Employees should not see PTO balances or sensitive info at the time clock. - Time capture needs vary: SawStop wants simple clock in-out with no biometrics or geofencing; Festool uses geofencing for some roles. Mobile and physical clock options required. - Ops needs: task-level time allocation for 10 or fewer tasks, straightforward job costing, attendance incident tracking without a formal points system, and future WMS integration - SAP R/3 now and SAP S/4HANA later. Scheduling is not required. - Benefits: Strong preference to retain Employee Navigator with SSO, given broker support and cost coverage. Open to viewing Paylocity benefits module but unlikely to switch near-term. Festool uses EBC for FSA; SawStop uses Professional Benefit Services for FSA/HSA and COBRA. RWAM is the Canadian supplemental benefits carrier. Festool RRSPs are individual plans with a 6 percent match cap - need guidance to streamline payroll handling and reporting. - Canadian payroll: All Canadian employees are paid under the Festool Canada entity and a single business number, with multiple provinces in scope (Ontario, Quebec, Manitoba, British Columbia, plus one additional province referenced). Biweekly pay. Expect Paylocity to file CRA taxes, manage provincial workers' comp boards such as WSIB Ontario, handle ROEs, and support RRSP reporting. - IT, security, and governance: Require SOC 2 and BCP confirmation, robust APIs, webhooks, fine-grained role-based access excluding location-specific payrolls from general visibility, identity management with Microsoft integration, and compatibility with global tools such as SAP SuccessFactors and the existing asset management platform. - Implementation expectations: Meet with Paylocity's project manager in the sales cycle, with a realistic division of responsibilities and timeline. Given prior implementation issues with Paycor, we will demand a clear SOW, rigorous data validation, and parallel test runs for feeds, reporting, and access controls.
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