UKG Pro Onboarding (previously UltiPro Onboarding)


Ultimate Software's UltiPro cloud HR, payroll, and talent solution helps organizations improve the employee experience at all levels, beginning with personalized recruiting and onboarding that fosters long-term relationships and continuing with convenient, role-based access to pay, benefits, and development information. Greenhouse Recruiting has developed an integration with UKG Pro Onboarding that allows your organization to export hired candidates from Greenhouse to UKG Pro Onboarding.

In this article, we will cover:

 

Enable the Integration

Enabling the Greenhouse Recruiting / UKG Pro Onboarding integration requires setup steps in each of the following environments: 

  • UltiPro Core
  • UKG Pro Onboarding
  • Greenhouse Recruiting

Note: Before beginning the setup process, please open a case in the UltiPro Customer Success Portal and request the Greenhouse integration be applied to your UKG Pro Onboarding environment. You will be unable to finish integration setup in UKG Pro Onboarding until this step has been completed by the UltiPro team.

UltiPro Core Setup

To begin, have an Admin log into UltiPro Core. Click Menu at the top-left of the page, and then select the System Configuration tab. Click Service Account Administration

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On the subsequent page, click add to add a new service account.

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On the subsequent page, input a Username and Email Address for the service account. Remember the Username and Password (when provided), as you must add them to Greenhouse Recruiting later as the Service Account Username and the Service Account Password.

Note: The password will be auto-generated after the new service account is saved.

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On the permissions grid, ensure View is selected for Company Configuration Integration and Personnel Integration.

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Click Save at the top of the page to save the new Service Account.

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Copy and save the new password in a secure location. Click Ok when finished.

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On the Service Account Administration page, copy and save the Customer API Key to be added to Greenhouse Recruiting in a later step as the Service Account API Key.

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Click Web Services in the top navigation bar. The subsequent page includes a list of many different URLS that all start the same way. Copy and save the first part of this URL (e.g., Servicet.ultipro.com), as this value will also be added to Greenhouse Recruiting as the Service Account Hostname.

Note: Do not include http:// when pasting the value into Greenhouse Recruiting later.

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Click Menu at the top right, and then select the System Configuration tab. Click Role Administration

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On the subsequent page, use the Find by search bar to search for Onboarding Owner. Click Onboarding Owner from the list of results.

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In the subsequent pop-up window, copy and save the URL from the top of the page. It should look something like this:

https://et19.ultipro.com/pages/edit/CompanyRoleAddChange.aspx?USParams=coid=PUQKQ!country=USA!eeid=1HL8YU000080!pk=ESYSA!roleid=120!

Look for the value after roleid=. In the example above, this value is 120. This value will be added to Greenhouse Recruiting as the Onboarding Owner RoleID value.

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UKG Pro Onboarding Setup

Next, have an Admin log into UKG Pro Onboarding and review the URL for the page. It should look something like this: 

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The first value you need is the Onboarding Host, which is the first part of the URL (services-onb.ultipro.com in the example above). 

Note: Do not include https:// when pasting the value into Greenhouse Recruiting later.

The second is the Tenant Alias, which is the second part of the URL (ET19PTUSG0061B in the example above). 

Copy and save both of these values to add to Greenhouse Recruiting later. 

Next, click Integrations in the left-hand panel. On the subsequent page, navigate to the Additional Applicant Tracking Systems (ATS) panel and click the toggle inline with Greenhouse Software Inc to On.

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Greenhouse Recruiting Setup

Have a Job Admin or Site Admin log into Greenhouse Recruiting and click the ellipsis Ellipsis.png icon (...) in the top navigation bar. Select Integrations from the subsequent dropdown.

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On the subsequent page, use the search bar at the top right to search for UltiPro Onboarding

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Click Connect.

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Enter the details listed below, as copied from UltiPro. Click Save when finished.

  • Service Account Username 
  • Service Account Password
  • Service Account API Key
  • Service Account Hostname
  • Onboarding Owner Role ID
  • Tenant Alias
  • Onboarding Host

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Greenhouse Recruiting will confirm the credentials were accepted.

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Export Candidates to UKG Pro Onboarding

After configuring the integration, an Export to UKG Pro Onboarding checkbox will appear (and be checked by default) in the Accept Offer window each time a user marks a candidate as hired. Enabling the checkbox will display several additional fields that must be completed before exporting a new hire to UKG Pro Onboarding.

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Once the candidate is exported, a note on the profile will specify the time and the user who took the action for future reference.

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If a user decides not to export while marking the candidate as hired, a button will appear on the profile prompting users to Export to UKG Pro Onboarding. Clicking this button will once again bring up the options for Onboarding Owner and Job Code so they can be included in the export.

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Exported Fields

The integration exports the following fields from Greenhouse Recruiting:

  • First Name
  • Last Name
  • Email Address
  • Phone Number(s)
  • Hire Date
  • Start Date
  • Job
  • Onboarding Owner
  • Component Company
  • Work Location