A Guide to ManageBetter’s Integration with UKG

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Integrate UKG Pro with ManageBetter to create and update employee records seamlessly. This integration requires admin access in both UKG Pro and ManageBetter, and syncs essential employee information such as name, job title, department, manager, and more.

Key Benefits

• Improved Efficiency: Eliminate manual data entry and reduce administrative overhead.

• Data Accuracy: Maintain consistent and accurate employee records across both platforms.

• Enhanced Reporting: Generate comprehensive reports combining data from UKG Pro and ManageBetter.

• Automation: Automate tasks such as onboarding, performance reviews, and data synchronization.

Features and Functionality

• Data Syncing: Automatically sync names, preferred full name, preferred display name, HRIS full name, external user ID, email addresses, phone numbers, job titles, departments, managers, birthdates, and gender.

• User Management: Manage user access and permissions via UKG Pro.

• Onboarding and Offboarding: Streamline onboarding and offboarding processes with synchronized data.

• Performance Management: Integrate performance data from ManageBetter for comprehensive reviews and assessments.

Technical Details

• Integration Architecture: Secure data flow between UKG Pro and ManageBetter, ensuring seamless communication and data integrity.

• APIs and Endpoints: Utilizes UKG Pro’s API for data retrieval and ManageBetter’s API for data updates.

• Security and Compliance: Adheres to industry standards for data protection and privacy, including GDPR and HIPAA compliance.

Implementation Process

Employee Information Synced

• Name

• Preferred full name

• Preferred display name

• HRIS full name

• External User ID

• Email address

• Phone number

• Job title (or job description if empty)

• Department

• Manager

• Birthdate

• Gender

Getting Started

Step 1: Set up UKG Pro Service Account

The prerequisite to connecting a UKG Pro account with a ManageBetter account is creating a new service account in UKG. A service account allows the ManageBetter account to fetch employee data from the UKG Pro account.

1. Sign in to UKG Pro using your administrator credentials.

2. Navigate to System Configuration > Service Account Administration.

3. Select the add (+) button atop the right side of the page to create a Service Account.

4. Create a username and password for this service account and enter a valid email address.

5. Under Web Service, check the box to specify the permission types (Add/Edit/Update/View/) the account can access. The integration will require View permissions in each:

   • View role for the Personnel Integration

   • View role for the Company Configuration Integration

   • View role for the Employee Person Details

6. Select the Save icon atop the page.

7. UKG will display a new password for the service account. Be sure to store this password right away and in a secure location. The password will only display once, so a new one will need to be generated for this service account if it is lost or forgotten.

8. Select Ok.

9. Navigate to System Configuration > Web services.

10. Copy and store the Customer API key and Business Intelligence web service endpoint domain for the next step of enabling the integration.

    • Note: Do not copy the entire web service URL. Instead, only copy the domain. For example, the domain for (link unavailable) would be (link unavailable).

Step 2: Connect ManageBetter to the UKG Pro Service Account

1. Login to ManageBetter.

2. Navigate to Admin > Account settings > Integrations.

3. Select the UKG Pro integration.

4. Enter the following information:

   • UKG Pro domain

   • Customer API key

   • UKG Service Account Username

   • UKG Service Account Password

5. Select the employee type to import: Part Time employees, Full Time employees, or both. Employees can only be pulled into ManageBetter based on employee type.

6. Select Connect.

Step 3: Map User Custom Fields

You can create new configured fields on various domain model classes and map them to ManageBetter fields. The custom fields need to be in the Configured Fields section of the following classes (under System Configuration > Platform Configuration > Classes):

• Address

• Person

• PersonName

• Employee

• PhoneNumber

• Employment

What Data Types are Accepted?

• The following data types will import as Multiple Choice fields: Business Rule*, Hyperlink, Phone Number, Text, and Unique ID.

• These data types will import as Number fields: Decimal, Integer, Money, Percentage, US Dollars, Whole Number.

• We cannot import these field types to custom fields: Date, Date and Time, Time, True/False.

  • Note: ManageBetter will fetch the code value and not the description for platform configuration Business Rules.

Once custom fields have been created in UKG Pro, you can import custom fields from UKG and map them to ManageBetter user custom fields.

ManageBetter Department Field

Department is not a fixed standard field in UKG Pro but can be entered as an Organization Level in UKG Pro. This will make the department data visible in the employee details, allowing ManageBetter to sync those department values with employee record processing. To ensure that ManageBetter syncs a department value for employees:

1. In UKG Pro, navigate to System Configuration > System Settings > Display.

2. Add an Organization Level with the following information:

   • Code: Dept

   • Description: Department

Step 4: Sync Employee Data from UKG Pro to ManageBetter

1. In ManageBetter, navigate to Admin > Account settings > Integrations.

2. Select the UKG Pro integration.

3. Click the Sync Employees button.

   • ManageBetter will fetch employee data from UKG Pro and sync it with ManageBetter.

   • Note: The sync process may take some time depending on the number of employees. You can check the sync status in the Integration Logs.

Step 5: Verify Employee Data in ManageBetter

1. In ManageBetter, navigate to People > Employees.

2. Verify that the employee data has been synced successfully from UKG Pro.

3. Check that the employee profiles contain the expected information, such as name, email, department, and job title.

That's it! You have now successfully connected your UKG Pro account to ManageBetter and synced your employee data. If you have any issues or need further assistance, please don't hesitate to reach out to our support team.

Syncing Options:

• Auto-Sync: Automatically sync data every night at 12 am PST.

• Manual Sync: Sync data manually using the Sync button whenever needed.

After the First Sync:

• ManageBetter creates a user for each synced employee.

• Invite all users to ManageBetter via email.

Use Cases and Case Studies

• Example Use Case: A tech company uses the integration to synchronize employee data between UKG Pro and ManageBetter, streamlining performance reviews and enhancing reporting capabilities.

Pricing and Plans

• Cost Structure: Integration is included in the standard subscription plans for UKG Pro and ManageBetter’s enterprise plan.

FAQs

• What data is synced? Names, preferred full name, preferred display name, HRIS full name, external user ID, email addresses, phone numbers, job titles, departments, managers, birthdates, and gender.

• How often is data synced? Data can be auto-synced nightly or synced manually as needed.

• Is the integration secure? Yes, the integration adheres to industry-standard security protocols and compliance requirements.

Call to Action

Ready to streamline your HR processes? Connect your UKG Pro account with ManageBetter today and experience the benefits. Contact us if you have additional questions.

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