UKG Data Synchronization

To initiate the process of integrating UKG as your System of Record for your ClearCompany account, we must first have you verify the consistency of data between the two systems. For clients that already have a ClearCompany account setup and data in the system, in this article you will find detailed instructions for each data point, including how to verify the data and the necessary steps to address any discrepancies. This verification step is critical to prevent any duplicate data in your ClearCompany account.

In this article:
Roles: Job Titles in UKG
Departments: Departments in UKG
Offices: Offices in UKG
Users: Users in UKG
Additional Resources

UKG System of Record (SoR) Client Data Mapping Logic

ClearCompany Values	UKG Value	Matching Criteria	Case Sensitive	Space Sensitive
Roles	Job Titles	Name
Departments	Departments	Name
Offices	Locations	Name
Employees	Employees	SSN, Work & Personal Email Address

Roles: Job Titles in UKG

You must choose whether or not you want your Job Titles in UKG to sync and appear in the roles list of ClearCompany. We highly recommend selecting yes to this option for Job Title synchronization

Option 1

You can have UKG Job Titles sync to ClearCompany Roles, which is recommended. If this option is selected, all Users in ClearCompany will have their Job Titles synced and updated based on changes made in UKG. The Roles list in ClearCompany will be populated, and updated based on Job Title additions and changes in UKG. 

Option 2

You can choose to have Job Titles from UKG sync to only Job Titles in ClearCompany, visible on a User's profile. If this option is chosen, all Users in ClearCompany will have their Job Titles synced and updated based on changes made in UKG, and the Roles list in ClearCompany will not be populated or synced to the Job Titles in UKG. Roles in ClearCompany can be manually added and managed. Job Titles will always sync from UKG to the User profiles in ClearCompany.

Notes

• There must be a ClearCompany Role that has the same name as a UKG Pro Job title. Role matching is both case-sensitive and space-sensitive.
• For example: “CNA” in ClearCompany and “Certified Nursing Aid” in UKG will not align in the System of Record process. To prevent duplicate Role creation, please update the ClearCompany Role to match the Job Title in UKG.
• If you happen to have a Job Title in UKG that is not currently present as a Role in ClearCompany, no worries. Upon completion of the System of Record process, this Job Title will be automatically created as a new Role in ClearCompany.

Departments: Departments in UKG

Notes

• There must be a ClearCompany Department that has the same name as a UKG Pro Department. Department matching is not case-sensitive or space-sensitive.
• For example: “HR” in ClearCompany and “Human Resources” in UKG will not align in the System of Record process. To prevent duplicate Department creation, please update the ClearCompany Department to match the Department in UKG. 
• If you happen to have a Department in UKG that is not currently present as a Department in ClearCompany, no worries. Upon completion of the System of Record process, this Department will be automatically created as a new Department in ClearCompany

Offices: UKG Locations

Notes

• You must ensure each Office name in ClearCompany has an exact match to a Location name in UKG. Offices matching is not case-sensitive or space-sensitive.
• For example: “CC Office” in ClearCompany does not exactly match the corresponding Location name in UKG, “Cherry Creek Office”, they will not align in the System of Record. To ensure a match is found and a duplicate Office is not created, you will need to manually change the Office name in ClearCompany to read “Cherry Creek Office”. 
• The ClearCompany Office could also be updated to “Cherrycreek Office” and a match would be found.
• You can also choose to update the Location name in UKG to match the listed Office in ClearCompany.

Users: Users in UKG

There must be a ClearCompany User whose properties match those of a UKG Pro Employee. Our system will check the following three properties in order, and if there is a match we skip comparisons against the subsequent properties. User matching is space-sensitive but not case-sensitive.

1. SSN - SSN matching is both with and without dashes between numbers (i.e. 123-45-6789 and 123456789).
2. Work email address
3. Personal email address
4. If a match is found, we skip comparisons against the subsequent properties.

ATS Only Clients

We recommend you match employee properties on work email addresses. If the employee does not have a work email address, then the personal email address can be used.

ATS and Onboarding Clients

We recommend that you match employee properties on SSN. If a UKG Pro Employee does not exist in ClearCompany, you do not need to add them as a User in ClearCompany. Upon completion of the System of Record, any employee without a matched User in ClearCompany will be created as a new User.

Once you have completed the verification, please inform us. Please inform us once you have corrected any discrepancies and verified the information between the two systems matches. Should you have any inquiries or require further clarification, please do not hesitate to contact us.

Additional Resources

UKG Integrations Overview