Note: With the launch of HRIS Link for UKG Pro, Greenhouse is no longer supporting the UKG Pro Onboarding integration. Click here for more details on HRIS Link for UKG Pro.
UKG's cloud HR, payroll, and talent solutions help 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's integration with UKG Pro Onboarding allows your organization to export hired candidates from Greenhouse Recruiting to UKG Pro Onboarding.
Enable the UKG Pro Onboarding integration
Note: This integration should be enabled by one Admin user in your organization with access to UltiPro Core and UKG Pro Onboarding.
To enable the UKG Pro Onboarding integration, you need to complete setup steps in each of the following environments:
- UltiPro Core
- UKG Pro Onboarding
- Greenhouse Recruiting
Note: Before beginning the setup process, open a case in the UKG Pro Onboarding Customer Success Portal and request the Greenhouse Recruiting integration be applied to your UKG Pro Onboarding environment. You won't be able to finish the setup until this step has been completed by the UKG team.
UltiPro Core setup
To begin, log into UltiPro Core as an admin. Click Menu at the top-left, and then click the System Configuration tab.
Click Service Account Administration.
Click Add to add a new service account.
Input a username and email address for the service account. Securely note the username and password when provided, as you need them in a later step.
Note: The password will be auto-generated after the new service account is saved.
On the permissions grid, ensure View is selected for Company Configuration Integration and Personnel Integration.
Click Save at the top of the page to save the new service account.
Copy and save the new password in a secure location.
Click Ok when finished.
Copy and save the Customer API Key to be used in a later step as the Service Account API Key.
Next, click the Web Services tab.
You'll see a list of many different URLs that all start the same way. Copy and save the first part of this URL (like servicet.ultipro.com), as this value will also be used later as the Service Account Hostname.
Note: Do not include http:// when pasting the value into Greenhouse Recruiting later.
Click Menu at the top, then select the System Configuration tab.
Click Role Administration.
Use the Find by search bar to search for Onboarding Owner. Click Onboarding Owner from the list of results.
Copy and save the URL from the top of the page. It should look something like this:
Example
https://e9.ultipro.com/edit/CompanyRoleAddChange.aspx?eeid=1HL8k=ESYSA!roleid=120
Copy the value after roleid=. In the example above, the value is 120.
This value will be used later as the Onboarding Owner RoleID.
UKG Pro Onboarding setup
Next, log into UKG Pro Onboarding as an Admin and review the page's browser URL. It should look something like this:
- You need the first part of the URL, which is the Onboarding Host —
onb-demo-b.ultipro.comin the example above.
Note: Do not include https:// when pasting the value into Greenhouse Recruiting later.
- You also need the Tenant Alias, which is the second part of the URL —
ET19PTUSG0061Bin the example above.
Copy and save both of these values for use in a later step.
Next, click Integrations on the left. Scroll to the Additional Applicant Tracking Systems (ATS) panel and click the toggle beside Greenhouse Software Inc. to On.
Greenhouse Recruiting setup
Once UKG Pro Onboarding setup is complete, log into Greenhouse Recruiting as a Job Admin or Site Admin.
Click Integrations on the navigation bar.
Use the search bar to search for UKG Pro Onboarding. Click Connect.
Enter the details listed below, as copied from UKG Pro Onboarding.
- Service Account Username: the username copied earlier from UltiPro Core
- Service Account Password: the password copied earlier from UltiPro Core
- Service Account API Key: the API key generated in UltiPro Core
- Service Account Hostname: the URL base copied from UltiPro Core
- Onboarding Owner Role ID: the role ID copied from UltiPro Core
- Tenant Alias: the URL string copied from UKG Pro Onboarding
- Onboarding Host: the URL string copied from UKG Pro Onboarding
When finished, click Save.
Greenhouse Recruiting will confirm the credentials were accepted.
Use the integration with Greenhouse Recruiting
After enabling the integration, each time someone marks a candidate as hired, an Export to UKG Pro Onboarding checkbox will appear and be checked by default on Accept Offer.
Enabling the Export to UKG Pro Onboarding option will display several additional fields that must be completed before exporting a new hire to UKG Pro Onboarding.
Note: The available values for these options are set in UKG Pro Onboarding, and not in Greenhouse Recruiting.
Once the candidate is exported, a note on the Activity Feed will specify the timestamp for the action and the person who took the action.
If someone decides not to export the candidate while marking them as hired, a button will appear on the candidate profile prompting them to Export to UKG Pro Onboarding.
Exported fields
The integration exports the following fields from Greenhouse Recruiting to UKG Pro Onboarding:
- First name
- Last name
- Email address
- Phone numbers
- Hire date
- Start date
- Job
- Onboarding owner
- Component company
- Work location
Note: It isn't possible to export additional fields like custom fields.