UKG Ready Data Synchronization

To initiate the process of integrating UKG Ready 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 set up and data in the system, you will find detailed instructions in this article for each data point, including how to verify the data and the necessary steps to address any discrepancies. If you are a new client and do not have data in ClearCompany, you just have to clean up the information on the UKG side, so that when we start feeding information it will be accurate. This verification step is critical to prevent any duplicate data in your ClearCompany account.

In this article:
Roles: Job Titles in UKG
Departments: Cost Center in UKG
Offices: Location or Cost Center in UKG
Users: Employees in UKG
Additional Resources

UKG Ready System of Record (SoR) Client Data Mapping Logic

ClearCompany Value	UKG Value	Matching Criteria	Case Sensitive	Space Sensitive
Roles	Job Titles	Name
Departments	Cost Center	Name
Offices	Locations or Cost Centers	Name
Users	Employees	SSN
		Email Address
Custom Fields	Cost Center	Name

Roles: UKG Ready Job Titles

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 - Recommended

Organizations have the option to 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, and the roles list in ClearCompany will be populated, and updated based on Job Title additions and changes in UKG.

Option 2

Organizations 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 by the client.
• 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. Upon completion of the System of Record process, this Job Title will be automatically created as a new role in ClearCompany.

Departments: UKG Ready Cost Center

Notes

• There must be a ClearCompany department that has the same name as a UKG Ready Cost Center. Cost Center 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 role to match the Job Title in UKG. 
• If you happen to have a Cost Center in UKG that is not currently present as a Department in ClearCompany. Upon completion of the System of Record process, this Cost Center will be automatically created as a new department in ClearCompany.

Offices: UKG Ready Locations or Cost Center

Notes

• You must ensure each office name in ClearCompany has an exact match to a location name or cost center in UKG. Matching is not case-sensitive or space-sensitive.
  • For example: “Cherry Creek Office” in ClearCompany does not exactly match the corresponding location name in UKG, “CC 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 “CC 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 address 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,  ClearCompany will skip comparisons against the subsequent properties. User matching is space-sensitive but not case-sensitive.

1. Social Security Number - 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.

   • For example: If a user's work email in ClearCompany is “[e-mail]” and it does not exactly match the corresponding employee in UKG, the email address “[e-mail]”, will not align in the System of Record.

   • To ensure a match is found and a duplicate user is not created, organizations need to manually change the user's email in ClearCompany to read “[e-mail]”.

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 Ready 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.

Custom Sync Fields

Review available options for custom sync fields, and if applicable, provide instructions to the client on the data cleanup required based on the information below.

Options

Custom Sync Fields match on the name and matching is not case-sensitive or space-sensitive. Available Options

• Organizations can choose to exclude custom fields from being populated based on cost centers in UKG Ready.
• Organizations can choose to have custom requisition fields, custom candidate fields, and/or custom offer letter fields populated based on cost centers.
  • These custom fields must be single-select.
  • There is no restriction on the number of custom fields that can be populated using cost centers in UKG Ready.

Data Clean Up

If your organization would like to have cost center(s) from UKG Ready, populate and keep up to date an existing custom field(s) in ClearCompany, organizations must ensure each picklist value from the custom field in ClearCompany has an exact match to a cost center value in UKG. The matching criteria is space-sensitive but not case-sensitive.

• For example: “HR” in ClearCompany does not exactly match the corresponding cost center value in UKG labeled “Human Resource” they will not align in the System of Record. To ensure a match is found and a duplicate department is not created, organizations need to manually change the department in ClearCompany to read “Human Resources.”
• The ClearCompany custom field picklist could also be updated to “human resources” and a match would be found.
• Organizations can also choose to update the cost center name in UKG Ready to match the listed department in ClearCompany.

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Once organizations have reviewed their offices, departments, roles, and employees in both ClearCompany and UKG, reach out and let their ClearCompany representative know.

Additional Resources

UKG Ready Bi-Directional Connector & System of Record Overview