This article answers frequently asked questions about user sync for the HRIS Link for UKG Pro integration.
Is user sync required to use the UKG Pro integration?
No. User sync is optional. The HRIS Link for UKG Pro integration can export new hires and internal transfers to UKG Pro Onboarding whether or not user sync is enabled. Organizations that already manage user provisioning through SSO/SCIM or another process can request that user sync be disabled on their account.
What is the initial user sync CSV email, and what happens when it is approved?
The initial email contains a .csv file that previews all user changes that would be applied if user sync is enabled. This file includes all valid UKG Pro Core users that would be created or updated in Greenhouse — not only new hires — and allows administrators to review and confirm the proposed updates before enabling user sync. Selecting the link in the email enables user sync going forward.
How does user sync handle existing users, new users, and permissions?
When user sync is enabled, if a user already exists in Greenhouse (matched on email and/or employee ID), Greenhouse updates that user's profile with the employee ID and basic profile information from UKG Pro. If an employee exists in UKG Pro Core but does not have a Greenhouse user account, Greenhouse creates a new user with the Basic permission level.
Note: User sync does not modify permission levels for existing Greenhouse users, delete user accounts, or clear existing custom field data. Duplicate users typically only arise when conflicting identifiers (for example, multiple email addresses for the same person) are introduced from external systems.
Is user sync a one-time import or an ongoing process? How often does it run?
The initial CSV and approval email represent a one-time activation step. After approval, user sync becomes an ongoing automated process that keeps Greenhouse user data aligned with UKG Pro Core. Greenhouse checks UKG Pro on a regular schedule and applies user changes automatically — no manual action is required once sync is active.
What changes are applied over time by user sync?
Once enabled, user sync:
- Creates new Greenhouse users for employees present in UKG Pro Core but not in Greenhouse (at the Basic permission level)
- Updates existing users' basic profile information (such as name, email, and employee ID) to match UKG Pro
- Deactivates Greenhouse users when their employment status becomes inactive in UKG Pro
- Reactivates previously deactivated users when they are rehired and their status returns to active, as long as key identifiers such as employee ID or email still match
Note: User sync manages activation state and basic profile fields only — it does not manage Greenhouse permission schemes.
How do user sync emails and errors work? How can administrators see which users failed?
Two emails relate to user sync:
- The initial approval email contains the CSV preview of user changes and a link to enable user sync.
- Ongoing sync summary emails are sent to the notification email address configured in the HRIS Link for UKG Pro setup page and report aggregate success and error counts.
If a summary email indicates unsuccessful users, an administrator can contact Greenhouse Technical Support with the date, time, and subject line of the email — support can use internal logs to identify the specific records and error reasons.
Can user sync be limited to a subset of employees (for example, one brand only)?
The HRIS Link for UKG Pro user sync imports all valid users from the connected UKG Pro Core tenant and does not support filtering by brand, company code, or location. Organizations that require a filtered or segmented user population should work with their Greenhouse Account team to evaluate options such as a custom integration, or alternative provisioning approaches like SSO/SCIM or bulk user upload.
Does enabling or disabling user sync affect new hire or internal transfer exports?
No. User sync operates independently of candidate export and internal transfer export. New hire and internal transfer exports to UKG Pro Onboarding are triggered by offer and hire actions in Greenhouse — not by user sync — and the integration can export new hires and internal transfers whether or not user sync is enabled.