1. Betterworks
  2. Betterworks
  3. NextGen

UKG Integration (NextGen)

Note: The following article shows the NextGen user interface. If the steps and/or screenshots do not match what you see in your organization's Betterworks instance, try this article that shows the same feature in the Classic user interface.

Contents

Overview

The Betterworks UKG integration automates the transfer of user data between an organization’s UKG instance and Betterworks; ensuring that information remains up to date. This automation includes:

  • Creating accounts for new employees.
  • Updating the accounts of existing employees (i.e. manager change, title change, etc.).
  • Deactivating the accounts of former employees.

First Sync

The UKG integration uses an incremental sync. This means that from your first sync, the integration will only track changes (i.e. new hires, deactivated employees, or updates) going forward. As such, you'll want to ensure that all employee data in Betterworks is up-to-date using another method (i.e. uploading a file or making individual updates) before enabling the integration. 

Example:

  • On January 1st, John Smith uploads a file to Betterworks containing 99 employees. This brings the total to 100 users (John + the 99 employees from the file).
  • Between January 2nd and June 30th, John's organization hires 20 new employees. However, John forgets to upload another file to Betterworks.
  • On July 1st, John enables the UKG integration.
  • On July 2nd, John’s organization hires 1 new employee. This new hire is automatically added to Betterworks through the UKG integration. This brings the total to 101 users (100 existing employees + 1 new employee).
  • The 20 employees hired between January 2nd and June 30th cannot be found in Betterworks because they were not uploaded before John enabled the UKG integration. 

Configuration

  1. Contact support@betterworks.com. The Betterworks Support Team will work with you to:
    • Ensure that all employee data in Betterworks is up-to-date. 
    • Collect your Technical Contact. 
      • The Technical Contact is the person (or group of people) who receives an automated email notification if any errors are found in the completed user data file. We can only use one email address for the Technical Contact, so we highly recommend that organizations provide a group email address (i.e. hr@acme.com). That way, multiple people will be notified.
         
  2. In UKG, access the Service Account Administration page.
    • Go to System Configuration.
    • Click Security.
    • Select Service Account Administration. 
       
  3.  Grant permissions in the following 3 categories:
    • Company Configuration Integration.
    • Employee Export.
    • Personal Integration.


       
  4. Access the Web Services page.
    • Going to System Configuration.
    • Click Web Services. 
       
  5. Retrieve the Customer API Key and base API URL (aka the API Host URL). 



     
  6. 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.
    • Click the Third-party tab. 
       
  7. Enter your organization's UKG instance details. 
    • When entering the Host URL, replace "http" with "https" to trigger a secure connection. 





       
  8. Map fields. 
    • Several fields will be mapped automatically, but there are 3 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).
    • 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. 
      • You can also click the trash icon to delete a mapping selection.  










         
  9. Specify users to import. 
    • Select one of the following options: 
      • Import all users (import all users, regardless of employee status).
      • Only import users with specific employee status (filter users by status). 
        • Choose employee statuses to include (Regular, Intern, etc.). 
      • Click Save to confirm. 




         
  10. Enable the sync. 
    • Click Enable data sync between UKG and Betterworks. 
      • Data synchronization occurs every 24 hours, ensuring user information, additions, and deactivations are reflected accurately.
    • Click Sync to manually trigger a data sync at any time.
    • Once the sync has been established, you can enable or disable this option to pause the sync while you make updates, then turn it back on when you're ready to resume. 


       

Troubleshooting

  • Sync Failure: If the data sync between UKG and Betterworks fails, verify that the credentials provided for UKG and ensure that the UKG API is accessible and not experiencing any downtime or connectivity issues.
  • Missing Data: Ensure that user accounts or data meet the criteria for syncing, including being active and not excluded based on filters. Check field mapping in the integration settings.

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.