UKG Ready Integration Overview

ClearCompany and UKG Ready have partnered to enable a smooth transfer of new hire data from ClearCompany to UKG Ready. This article provides an explanation of how the integration works and how to troubleshoot any issues.

In this article:
Setting up the Integration
Sending a New Hire
Process in ClearCompany to Transfer New Hire to UKG Ready
Process in UKG Ready
Troubleshooting Errors
Additional Resources

Setting up the Integration

An organization must review its offices, departments, roles, and employees in both ClearCompany and UKG and complete the data clean-up steps, for more information on the data fields and data clean refer to: UKG Ready Data Synchronization.  After reviewing and cleaning up the data, the following UKG integration information will need to be gathered:

1. UKG Ready Domain
2. UKG Ready Shortname
3. API Key
4. Create a Security Profile
5. Service Account

Once the above have been completed reach out to your ClearCompany representative. The next step will be the System of Record Connection & Data Sync, the user responsible for this step must have BOTH the HR Admin and User Admin permissions to access the integration setup screen.

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Sending a New Hire

When you are ready to send a new hire from ClearCompany to UKG, there are two options for triggering the data transfer.

• Workflow Change - Default: By placing the new hires in a specific workflow stage, they will be automatically sent to UKG.
• Onboarding Packet Completion: The other option for sending data will be when the new hire's assigned onboarding packet reaches 100% completion in ClearCompany.

Process in ClearCompany to Transfer New Hire to UKG Ready

Guide

1. Ensure that the new hire's onboarding packet is fully complete.
2. If using the Workflow Change trigger they must have completed at minimum the UKG Personal Data Form for all fields to send.
   • For the Workflow Change trigger, they will send once the candidate is placed into the "Hired - Send to UKG" workflow stage.
3. If using the Onboarding Packet Completion trigger, the new hire will have automatically sent to UKG upon 100% packet completion (this includes all internal tasks).
4. In most cases, you will see "Sent" under the Integration Status on the candidate's Hire tab in their profile.

Resending or Manually Sending Data to UKG

If you need to resend or manually send the data to UKG, you can do so by following these steps:

1. Navigate to the "Hire" tab on the candidate's profile.
2. Select "Send Data" from the dropdown in the Integrations section.
3. Choose the UKG option from the dropdown menu labeled "Please Select a Connection."
4. Click "Send Data" to initiate the transfer.

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Process in UKG Ready

Guide

All new hires sent through this integration will arrive as fully processed new hires. To find the new employee record in UKG, follow these steps:

1. Log in to UKG and navigate to the "Menu" tab.
2. If you have Full Admin access level, access the"My Team" tab.
3. Select "My Employees" and then filter by import date to get the most recent hires at the top of the list.
4. Now select the employee to view and process their information.
5. Note that after getting to the employee’s personal tab, it may be necessary to manually add any additional information that did not flow over to the employee record.

Troubleshooting Errors

There are two ways you will be able to tell if the new hire did not successfully transfer from ClearCompany to UKG Ready.

• Your specified admin will receive an email if the data transfer fails: Organizations decide which users will get a notification when setting up the integration.
• Transfer to UKG Failed: On the candidate's profile in ClearCompany, on the 'Hire' tab. Next to the "Status" column, you will see a "Message" column. This displays the error code if the status is "failed." To determine which integration failed, review the "Name" column displayed on the far left column. Below is a list of common error codes and their common fixes.

After the problem has been resolved, you will want to manually trigger the new hire's information to send to UKG.

Invalid Zip. Field name: ADDRESS.ZIP.

This error code occurs when there is an issue with the Zip Code. Verify that the zip code you are sending is a real zip code that aligns with the city and state where the new hire resides.

Username' with value '[e-mail]' must be unique.

This error occurs when we are trying to send a username that already exists, we cannot send the same new hire multiple times. Confirm that the username does exist and make adjustments.

Employee ID' with value '7079cfad-cda8-259b-a9f3-0bd0a8905c66' must be unique.

We cannot send the new hire multiple times.

Missing Required Field. Field name: username.

This error occurs when the username field is blank, the username field is required.

Employee ID' is required.

This error occurs when the Employee ID field is blank, the Employee ID field is required.

Account was not found.

This error occurs when the employee does not yet exist in the UKG Ready account. You will need to send the create employee information first to confirm the user is created in UKG Ready.

Compensation history with the specified date already exists.

Attempt to resend already accepted data.

Employee ID' with value '7079cfad-cda8-259b-a9f3-0bd0a8905c66' must be unique.

Attempt to send rehire with the same employee id, failed.

Please Note

If the error is not listed above or the troubleshooting steps did not correct the issues, please reach out to our support team, at [e-mail], and paste the error message in the chat to get connected to a support agent.

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Additional Resources

UKG Ready Bi-Directional Connector & System of Record Overview
UKG Ready Data Synchronization