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 employees who are no longer with an organization.
First Sync
The UKG integration uses an incremental sync. This means that during the first sync, it will only track and import changes (e.g., new hires, deactivated employees, or updates) that happen from that date forward. It will not pull in all users that existed before the first sync.
Note: Before connecting UKG, make sure that all user data is already imported into Betterworks using another method (i.e. uploading a file or making individual updates) to avoid missing any employees.
Example:
- On January 1st, John Smith manually uploads a file of 99 employees into Betterworks. The total number of users in Betterworks is now 100 (John + the 99 newly uploaded employees).
- Between January 2nd and June 30th, John's organization hires 20 new employees, but he forgets to upload them to Betterworks.
- On July 1st, John connects UKG to Betterworks.
- On July 2nd, John’s organization hires 1 more employee. This new hire is automatically added to Betterworks through the UKG integration, bringing the total number of users to 101 (100 existing users + 1 new user).
However, the 20 employees hired between January 2nd and June 30th are not included because they were not manually uploaded before the UKG integration was enabled. Since the sync is incremental, it only captured the new hire from July 2nd.
Configuration
Note: Do not complete step 4 until a member of the Support Team has asked you to do so. Completing this step early may result in integration errors.
1. Contact the Betterworks Support Team (support@betterworks.com) who will work with you to:
- Ensure that all user data in Betterworks is up-to-date
- Collect additional configuration details that will need to be applied on the backend
2. Create a Service Account in UKG by:
- Going to System Configuration → Security → Service Account Administration
-
Granting permissions in the following 3 categories
- Company Configuration Integration
- Employee Export
- Personal Integration
3. Retrieve the Customer API Key and base API URL (aka the API Host URL) by:
- Going to System Configuration → Web Services
4. Enter and save your UKG instance details in Betterworks by:
-
Going to Admin → Platform Configuration → Integrations → Third-party Integrations → UKG → Setup
Note: When you enter the API Host URL, add an 's' so that the URL begins with 'https' (instead of 'http'). The 's' triggers a secure connection.
Field Mapping
The fields below are mapped automatically.
Note: UKG allows organizations to customize label names. As such, the label names shown above may not be an exact match to your configuration. However, API names are static.
Data Sync
Once the connection is created the sync will initiate between UKG and Betterworks. Following the first sync, a new sync will occur every 24 hours.
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.
- Incorrect Credentials Error: Check for typos in the username, password, API URL, and API Key.
FAQs
How often does the data sync occur between UKG and Betterworks?
The data sync between UKG and Betterworks occurs every 24 hours from the time of the last sync. This ensures that updates to user information, new users, and user deactivations are reflected in Betterworks regularly.
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.