Integration with UKG Pro

Effortlessly integrate with UKG Pro to keep your Awardco platform up-to-date using Awardco’s HRIS Sync. This integration enables seamless management of employee data, ensuring your recognition and rewards programs are always accurate and aligned with the most current data from UKG Pro.

Warning: If you already have employee data in your platform, please confirm that the Employee IDs you will be using in your new data feed are consistent with your current user data. Failure to do so can result in duplication of users, recognition errors, and loss of data integrity. 
 

1. Value
2. How to Implement
3. General Settings
   • Advanced Settings
4. Mapping Settings
   • Supported Fields
   • Adding Metadata Fields
5. Important Notes

Value

Integrating UKG Pro with Awardco offers several key benefits:

• Automatic Data Sync: Employee data such as hires, terminations, and role changes are automatically synced between UKG Pro and Awardco, ensuring recognition programs are accurate and up-to-date.
• Recognition of Employee Milestones: Automatically recognize employees for milestones such as anniversaries and achievements, based on their employment data from UKG Pro.
• Reduced Manual Work: Automate data updates to save time and eliminate manual data entry, reducing the chance of errors.
• Centralized Data Use: Leverage synced employee data for recognition programs, approvals, roles, and permissions, simplifying your internal processes.
• Accurate Budget Allocation: Ensure rewards and incentives are accurately distributed using the most current department, location, and role data from UKG Pro.

How to Implement

Note: This is a paid feature. Please contact an Awardco representative to enable the UKG Pro integration before proceeding.

To set up the integration with UKG Pro, follow these steps:

1. Log into Awardco with admin credentials.
2. Select the Admin button at the bottom of the left navigation menu.
3. From the left navigation menu, select "Platform" then "Integrations."
4. Select the "Integrations Library."
5. Search for UKG Pro in the Integrations Library.
6. Click Setup UKG Pro.
7. Click Continue to agree to the terms of service and privacy policy.
8. Review the requested permissions and click Continue.
9. Follow these steps to create a service user in UKG Pro.
10. Once the service user setup is complete, check the box confirming "I’ve completed these instructions."
11. Enter the web service URL, username, password, API key, and company short name, then click Connect.
12. A success message will confirm the connection. Click Next to finalize the settings. After successfully connecting to UKG Pro, the following options are available:
    • Would you like to archive employees that are inactive in UKG Pro?
      • Do Not Archive Employees
      • Archive Employees (Recommended)
    • Should the employee’s email address in HRIS Sync override any email address entered in their profile settings?
      • Do Not Override Awardco Emails
      • Override Awardco Emails
    • How frequently would you like to import employee information?
      • Daily
      • Weekly
      • Monthly
    • Would you like to run a manual import right now?
      • Running a manual import is required before enabling automatic imports. It may take several minutes to complete.
      • Selecting “Skip for now” will delay the import; a manual import must be performed later from the General Settings tab.
      • After a successful manual import, a notification will display a summary of file changes, such as new users, updated users, archived users, and restored users. Click Save Import.
    • Start Automatic Imports Now?
      • Pause Automatic Imports (Imports can be enabled later from the General Settings tab.)
      • Start Automatic Imports

General Settings

Adjustments to the integration can be made in the General Settings tab after setup:

• Manual Import: Run a manual import at any time to update employee data. This is required before enabling automatic imports.
• Automatic Import Frequency: Set how often employee data is imported—daily, weekly, or monthly.
• Pause/Resume Automatic Imports: Use this button to stop automatic imports if needed, or resume imports once any issues are resolved.
• User File Preview: Download a CSV file of user data to check for accuracy.

Advanced Settings

Advanced settings provide more control over how data is imported from UKG Pro:

• Archive Employees: Automatically remove employees who are no longer in the data imports (recommended).
• Hire Date Priority: Determines which hire date to use for Service Awards, Onboarding Awards, and other recognitions. Choose Original Hire Date to keep the first hire date imported, or Latest Hire Date to update the hire date with each subsequent import.
• Override Emails: Enable this to overwrite employee email addresses with new data from UKG Pro during each import.
• Add Plus to Phone Numbers: Automatically add a “+” prefix to phone numbers if not already included in the imported data.
• Override Hire Date: Use the hire date from UKG Pro to replace any existing hire date in Awardco.
• Employee IDs: Import employee IDs from UKG Pro or generate them in Awardco.
• Do Not Import Users: Set rules to exclude specific users from being imported. Contact an Awardco representative for help.
• Exclude Fields from Import: Specify fields (column headers) to exclude from the data import.
• Delete Integration: Disconnect the UKG Pro integration and remove all associated settings. This action cannot be undone.

Mapping Settings

Configure how user data is mapped between UKG Pro and Awardco. When selecting fields in the dropdown menus, you'll see both the field name and a sample value from your UKG Pro data (the first populated value in that field) to help you easily identify the correct mapping.

Supported Fields

Below are the core and metadata fields accepted by the integration.

Core Fields

Metadata Fields

*Missing a field? Click here to request it.

Adding Metadata Fields

Custom metadata allows you to import additional user data that can be displayed in the platform or used to configure advanced settings, like program eligibility. To include additional metadata fields:

1. Click the + Add Metadata Field button at the bottom of the page.
2. Select the UKG field from the dropdown menu and input how you want the field name displayed in Awardco.
3. Click Save after making changes.

After a metadata field is added, click the three stacked dots next to the field to:

• Change Type: Make the field “Default”, “Associated” (used to link users to additional supervisor IDs for complex recognition approval workflows), or “Hidden” (used by Awardco for corporate gifting; this data will not be displayed on the platform).
• Delete the field.

Important Notes

• You will need to configure a service account for Awardco, or utilize an existing one
• Email is always defaulted to be the user’s work email. If that is not present, personal email is used. If a work email is present, a personal email is used as Secondary Email.
• Phone Numbers must include a country code and start with a + symbol to work for Awardco’s SMS feature. A + symbol prefix can be automatically added for users if needed (HRIS Sync Advanced Settings).

If you have any questions, please contact Awardco Admin Support.