UKG Pro New Hire Integration Overview

Overview

ClearCompany and UKG have partnered to enable a smooth transfer of new hire data from ClearCompany Applicant Tracking platforms to UKG. This article provides an explanation of how the integration works and what data can be exchanged between the two systems

In this article:
Setting up the Integration
Sending a New Hire
Process in ClearCompany to Transfer New Hire to UKG
Resending or Manually Sending Data to UKG
Process in UKG

Setting Up the Integration

This integration must be used with ClearCompany Onboarding. To integrate your ClearCompany platform with UKG, please contact your Customer Success Manager (CSM) to initiate the process. Once the integration has been purchased, the following steps will occur:

1. Our support team will be notified to begin setting up your integration once the agreement is finalized with your CSM. They will reach out to the designated stakeholder for the integration at your organization.
   
   
2. You'll be asked to obtain the UKG credentials for your org. Please visit this guide for the steps of that process.
   
   
3. Once you've provided those data points, our support team will pull your UKG data and map it to your ClearCompany data. There may be some communication between you and our team to ensure the mappings are correct. The primary fields we map are listed below:
   
   

   • UKG	ClearCompany
     Job Titles	Roles
     Departments	Departments
     Locations	Offices

4. Certain updates will be made to your ClearCompany account to support the integration. For example, new candidate Hiring Workflows will be added to indicate transfer statuses.
   
   
5. We will also need to add the following values Pay Group, Earnings Group, and Deduction Benefit Group as custom requisition fields.
   
   
6. Once the integration is configured, our support team will inform you that testing will commence. We will create a test requisition and test candidate. Any errors encountered during this phase will be identified and resolved.
   
   
7. Upon successful completion of the test, your integration will be live and ready to use with live candidates. If any issues arise, our support team will be available to assist.

To find the values in UKG navigate to this article: Extracting Organizational Data from UKG New Hire integration.

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 hire 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

1. Ensure that the new hire's onboarding packet is fully complete.
   • If using the Workflow Change trigger they must have completed at minimum the UKG Personal Data Form for all fields to send.
     
     
2. For the Workflow Change trigger, they will send once the candidate is placed into the "Hired - Send to UKG" workflow stage.
   • 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).
     
     
3. 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. Go 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. Finally, click on "Send Data" to initiate the transfer.

 Please Note

In the event of integration failures, the Status message within ClearCompany may still display as "Sent." ClearCompany Support will receive a notification of the failure and address it as soon as possible. However, if you don't see your new hire in UKG shortly after sending, please contact [e-mail] for assistance.

Process in UKG

Navigating Within UKG

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.