Our HRIS integrations are available on all of our packages.
This article is for UKG Pro Workforce Management (formerly UKG Dimensions). If you use UKG Ready or UKG Pro (formerly UltiPro), see Setting up the UKG Ready integration or Setting up the UKG Pro integration.
Early access: the UKG Pro Workforce Management integration is in early access. If any of your employee data doesn't sync the way you expect, send us a message in our help chat and our team will look into it.
Before you get started
Before setting up the integration, we recommend you read our guide on how HRIS integrations work, to make sure it fits with how you want to manage Insightful: HRIS Integrations: Introduction.
One HR tool per account: only one HRIS integration can be active per account. CSV upload counts as an HR tool, so you can use either CSV upload or UKG Pro Workforce Management, but not both at the same time.
Employees need to exist in Insightful: only employees who already exist in Insightful, with the same work email in both systems, are matched and synced.
You can see which UKG Pro Workforce Management fields we sync with Insightful at the end of this article.
What will happen to your existing data?
Once integrated, the integration will override existing data for matched employees. The integration will:
Update matched employee profiles in Insightful with information found in UKG Pro Workforce Management
Keep manager access in line with the reporting relationships in UKG Pro Workforce Management, if Manager Scope Sync is turned on
Deactivate employees in Insightful who have been offboarded in UKG Pro Workforce Management
UKG Pro Workforce Management supports Paid Time Off (PTO) sync. Once enabled, Insightful automatically pulls approved time off directly from UKG Pro Workforce Management into your reports. Learn how to turn on PTO sync.
Get your UKG Pro Workforce Management details
To connect UKG Pro Workforce Management, you'll enter five details: your Client ID and Client Secret, the username and password of an API user, and your subdomain. An API user is a separate login that only the integration uses.
You'll need to be an administrator in UKG Pro Workforce Management, or have been given administrator access.
1. Client ID and Client Secret
UKG usually provides these when your company's UKG Pro Workforce Management account is first set up. If you don't have them, contact UKG Global Support.
2. Create an API user
You'll create the API user by copying an existing administrator who has access to all employees and locations. It's easiest to start from an account that already has the permissions needed to use UKG's API.
Go to Menu → Maintenance → People Information.
Select that administrator and click Person → Duplicate.
In the new profile, click Edit Licenses and make sure at least the Manager license is selected. Other licenses may be needed, depending on the access required.
In the Information section:
set the last name to APIUser
set the ID to APIUser, or another ID that isn't already in use
set the username to APIUser
set Authentication Type to Basic
enter and confirm a password
select API Only User. This stops the password from expiring. The API user can't sign in through the browser or the mobile app.
In the Access Profiles section, keep the settings copied from the original administrator. Function Access Profile and Display Profile are usually set to Super Access.
Save the new profile. Keep the API user's username and password: you'll need them to connect.
3. Subdomain
Your subdomain is the part of the address before .mykronos.com that you see when you're signed in to UKG Pro Workforce Management. For example, if the address is acme.cfn.mykronos.com, your subdomain is acme.cfn.
If the address contains -sso, leave it out. For example, if the address is acme-sso.prd.mykronos.com, your subdomain is acme.prd.
Connect UKG Pro Workforce Management to Insightful
In Insightful, go to Settings → Integration & System → Org Chart. This page is visible to Admins, and to Managers with the right permissions.
Find the UKG Pro Workforce Management card and click Configure. Follow the steps on screen until a window opens asking for your UKG details.
The window asks for your details one screen at a time. Enter each one, then continue to the next screen:
the username and password of the API user you created. The window asks for the username and password you use to sign in: enter the API user's details here.
your Client ID and Client Secret
your subdomain
Once connected, UKG Pro Workforce Management appears in the Active section at the top of the Org Chart page.
Check your employee matches
Insightful matches employees by work email, and only matched employees have their data updated through the integration. To check the matches:
Click See More on the UKG Pro Workforce Management card.
Click Review Mapping.
Check which UKG employee each Insightful employee is matched to. To change a match, choose the right person from the list.
Click Confirm.
Check the matches carefully. For matched employees, UKG Pro Workforce Management becomes the source of truth: synced details can no longer be edited in Insightful. A wrong match can change an employee's details, such as their name and email.
After you've set up the integration
1. Syncing and settings
Insightful syncs with UKG Pro Workforce Management automatically at regular intervals. You can also start a sync at any time by clicking Sync Now on the integration page.
The Configuration tab has further settings, such as Time Off Data Sync and Manager Scope Sync. You can read about them in HRIS Integrations: Introduction.
2. Deactivation
You can turn off the integration at any point. Syncing stops, and all the data that is already synced stays in Insightful.
What fields do we sync from UKG Pro Workforce Management?
Employee's first name
Employee's last name
Employee's work email
Employee's employment status - if they are active or not active employees
Employee's job title
Employee's manager, used for manager access if Manager Scope Sync is turned on
Still have questions? Send us a message in our help chat.