Contents
Overview
The UKG integration for Betterworks allows you to:
- Create accounts for new users.
- Update the accounts of existing users (e.g., manager change, title change, etc.).
- Deactivate the accounts of users who are no longer with your organization.
This is done using UKG's API.
First Sync
The UKG integration uses an incremental sync. This means that from your first sync, the integration will only track changes (e.g., new users, updates to existing users, and deactivated users). As a result, you will need to make sure that all user data in Betterworks is brought up to date using another method (e.g., a file upload) before enabling the integration.
Example:
- On January 1, John uploads a file to Betterworks containing 99 employees. This brings the total to 100 users (John + the 99 employees from the file).
- Between January 2 and June 30, John's organization brings on 20 new users. However, John forgets to upload another file to Betterworks.
- On July 1, John enables and configures the UKG integration.
- On July 2, John’s organization hires 1 new user. This new user is automatically added to Betterworks through the UKG integration. This brings the total to 101 users (100 existing users+ 1 new user).
- The 20 users hired between January 2 and June 30 cannot be found in Betterworks because they were not uploaded before John enabled the UKG integration.
Mapping
Once the integration is active, the following fields are synced by default.
Configuration
Note: The UKG integration must be configured by someone who is both a "Super Admin" in Betterworks and an "Admin" in UKG.
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In UKG, access the Service Account Administration page.
- Go to System Configuration.
- Click Security.
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Select Service Account Administration.
- Grant permissions in the following 3 categories:
- Company Configuration Integration.
- Employee Export.
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Personal Integration.
- Access the Web Services page.
- Going to System Configuration.
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Click Web Services.
- Retrieve the Customer API Key and base API URL (aka the API Host URL).
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In Betterworks, access the Third-party Integrations page.
- Click the Admin module on the top navigation banner.
- Click Platform Configuration in the left-side panel.
- Click Integrations.
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Click the Third-party tab.
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Enter your organization's UKG instance details.
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When entering the Host URL, replace "http" with "https" to trigger a secure connection.
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When entering the Host URL, replace "http" with "https" to trigger a secure connection.
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Map fields.
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Although many fields are synced automatically, there are 3 fields that you must map yourself:
- Department (Organization Level Code 1, 2, 3, or 4).
- Title (Job Code Title or Description).
- Hire Date (Hire Date or Last Hired).
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You can also click + Add Mapping to map custom fields.
- If no custom fields are available, you'll receive a warning.
- Once the custom field has been created, return to the Map Fields dialog to complete the process.
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You can also click the trash icon to delete a mapping selection.
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Although many fields are synced automatically, there are 3 fields that you must map yourself:
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Specify users to import.
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Select one of the following options:
- Import all users (import all users, regardless of employee status).
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Only import users with specific employee status (filter users by status).
- Choose employee statuses to include (Regular, Intern, etc.).
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Click Save to confirm.
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Select one of the following options:
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Enable the sync.
- Click Enable data sync between UKG and Betterworks.
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Click Sync to manually trigger a data sync at any time.
- Reach out to the Betterworks Support Team (support@betterworks.com) with the Technical Contact outlined below. They will apply the information on their end and reply with a confirmation.
Technical Contact
The Technical Contact is the group email address where automated error notifications should be sent. An automated error notification will be sent to the group email address if/when an error is found during the sync. Error notifications are batched, meaning that each error will not trigger its own email. If 10 errors are found, they will all be included in one email.
Template
Below is an email template that you can copy and use.
To: support@betterworks.com
Subject: [Organization] - Technical Contact for UKG Integration
Body:
Hello,
This is [Name] from [Organization]. We have set up the UKG integration. Our Technical Contact is: [group email address].
Please confirm that you've applied this information on your end. Thank you.
Best,
[Name]
Example
Below is an example of the email for clarity.
To: support@betterworks.com
Subject: Acme Corp. - Technical Contact for UKG Integration
Body:
Hello,
This is Madison from Acme Corp. We have set up the UKG integration. Our Technical Contact is: hr@acme.com.
Please confirm that you've applied this information on your end. Thank you.
Best,
Madison
Data Sync
The data sync runs every 24 hours, ensuring user information, additions, and deactivations are reflected accurately.
Note: Any changes made through other user management options will be overwritten by the UKG integration during the next data sync.
Errors
If an error is found during the sync, refer to this article to resolve it.
FAQs
How often does the data sync occur between UKG and Betterworks?
The data sync between UKG and Betterworks occurs every 24 hours, ensuring user information, additions, and deactivations are reflected accurately.
What happens if there is a failure in the data sync process?
In case of a failure in the data sync process, it is essential to troubleshoot the issue by verifying the credentials, connectivity, and configuration settings. Once the issue is resolved, the sync will resume automatically based on the defined schedule.
How can I track the status and progress of the data sync between UKG and Betterworks?
Betterworks sends an automated email notification to the Technical Contact if there is an error. The notification contains a report that lists the errors and links to this article for potential solutions.