HRIS Link for UKG Pro is available as an add-on for all GHR customers. Contact your Account Manager to learn more.
The HRIS Link for UKG Pro integration gives you the ability to connect your Greenhouse account to both UKG Core and UKG Onboarding using the same integration.
Open the HRIS Link for UKG Pro setup page
The setup for this integration can be completed in Greenhouse Recruiting under Configure > Dev Center > HRIS Link for UKG.
Before completing the next sections, open this page in another browser window and keep it open, as you'll need to enter different values during each section.
Retrieve credentials from UKG Pro Core
Log into UKG Pro as a UKG Pro system administrator.
Click the system configuration icon (the cog).
Click Security to expand the menu, then click Service account administration.
In the top right corner, click Add.
Provide a username and an email address for the new account. Use a company-specific email or distribution list for the account (rather than an account tied to a specific individual) to ensure you can still access your integration even as your organization changes over time.
The password will be auto-generated after you click save.
Below these username and email fields, you'll see a table of granular permission settings.
Within the Web Service section, make sure you have these 4 enabled for this integration:
Employee Person: View
Employee Process Hire: Add, View, Edit
Company Configuration Integration: View
Personnel Integration: View
Employee Person Details: View
Click Save in the top right corner.
A window will appear with your auto-generated password. Save this password value. You will not be able to retrieve it later, you'd have to generate a new one.
Once this information is completed, enter it into the settings page in Greenhouse Recruiting.
Find UKG Pro Core details in UKG
To fill out this section in the integration, you'll need to locate your API URL, Customer API Key, and User API key within UKG.
Log into UKG Pro as a UKG Pro system administrator.
Click the system configuration icon (the cog).
Click Security to expand the menu, then click Web Services.
This page will have your login service endpoint. The endpoint value is contained at the end of the URL. For example, if your login service endpoint is listed as http://Servicet.ultipro.com/servicesLoginService, then your API URL is Servicet.ultipro.com
At the top of this page, your Customer API key and User API Key will also be listed.
Copy each of these (API URL, Customer API Key and User API Key) and paste them into the appropriate sections in Greenhouse Recruiting under the UKG Pro Core details section.
UKG Pro Onboarding details
Set up integration and locate Onboarding Owner RoleID
To complete this setup, you'll need to open a ticket with UKG to add the Greenhouse integration to your UKG Onboarding environment.
After a ticket is complete, go into your UKG settings by clicking Menu. Then, select System Configuration > Role Administration.
Use the Find by search bar to locate your Onboarding Owner and select it from the list.
Copy and save the URL from the top of the page.
Your onboarding owner URL should look similar to the following values.
https://e9.ultipro.com/edit/CompanyRoleAddChange.aspx?eeid=1HL8k=ESYSA!roleid=120
Using the URL, copy the value after roleid=. This value will be used later as your Onboarding Owner RoleID.
In the URL above, the Onboarding Owner RoleID is 120.
When you're finished, enter this information in the setup page in Greenhouse Recruiting.
Find Onboarding URL and Tenant Alias
Next, locate your Onboarding URL and Tenant alias by logging into UKG Pro as a UKG Pro system administrator
Click on the My Team icon, choose Onboarding, then click Onboarding Gateway.
You'll be redirected to your UKG Onboarding page. The URL of this page will look something like this:
For your Onboarding URL, simply copy the website. For example, the Onboarding URL would be onb-demo-b.ultipro.com
For your Tenant alias, this is the component of the URL that follows the domain. For example, the tenant alias would be USG1008IT157S
You can add your Onboarding URL and Tenant alias in the setup page in Greenhouse.
Select integration user and email in Greenhouse
For the last two steps of this integration open the setup page in Greenhouse Recruiting and select the user fields at the bottom of the page. This User that will be attributed to all API calls for this integration. This must be a Site Admin.
Then, enter an Email address for the person who should receive success and error notifications.
Note: You can use a distribution list in this field to send these emails to multiple users.
Finish setup
After all the sections on the HRIS Link for UKG page have been completed, click Connect at the bottom of the page to finish the setup and finalize the integration.
Using the integration
Note: For Candidate and Internal transfer exports, you will need to select a company that is in the same country as the UKG job
Candidate export
When you create an offer in Greenhouse Recruiting, you’ll have the option to send the new hire’s information to UKG Pro Onboarding. When the candidate is marked as hired, the following information will be sent to UKG:
- First Name
- Last Name
- Phone Number
- Address
- Component Company
- Onboarding Owner
- Work Location
- Hire Date
- Start Date
- Requisition ID
- Supervisor
- Full or Part Time
- Hourly or Salaried
- Pay rate (Salary)
- Pay period
- Job Code
- Organization Level 1
- Organization Level 2
- Organization Level 3
- Organization Level 4
Internal transfer export
When you create an offer in Greenhouse Recruiting, you’ll have the option to send the internal transfer's information to UKG Pro Onboarding. When the internal transfer is marked as hired, the following information will be sent to UKG:
- Component Company
- Employee Type
- Scheduled Hours
- Effective Date
- Employee Number
- Job Code
- Transfer Reason
- Full or Part Time
- Hourly or Salaried
- Paygroup
- Organization Level 1
- Organization Level 2
- Organization Level 3
- Organization Level 4
User sync
After configuring the integration, you'll receive an email containing a .csv of the user changes that would occur when the user import is enabled. Inspect this file carefully to ensure that no critical data is unintentionally lost as part of the initial sync.
If the values in the update look correct and acceptable for the import, click the link in the email to begin the user import process.
Setting up user sync allows your organization to automatically create a user account in Greenhouse Recruiting when an employee has an account in UKG Pro Core. All valid UKG Pro Core users will be included in this sync and will be sent with the following information:
- Name
- Email address
- Employee ID
- Status
- Work hours