UKG Pro Onboarding Integration Overview

ClearCompany and UKG have partnered to enable a smooth transfer of new hire data from ClearCompany Applicant Tracking platforms to UKG Pro Onboarding. 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
Resending or Manually Sending Data to UKG Onboarding
Process in UKG Onboarding

Setting Up the Integration

This integration can be used with ClearCompany ATS and UKG Onboarding. To integrate your ClearCompany platform with UKG Onboarding, 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 need to submit a support request to UKG, requesting the Client Id and Client Secret to access the Onboarding API.
   
   

3. Pull the necessary reports from UKG for Roles, Supervisors, and Offices, as we require the UKG codes to map these fields accurately. Share this data with our support team, who will map your UKG Onboarding data 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 Core	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. 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.
   
   
6. 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.

Sending a New Hire

When you are ready to send a new hire from ClearCompany to UKG Onboarding, a designated workflow will be set up as the trigger.

Workflow Change

• By placing the new hire in a specific workflow stage, they will be automatically sent to UKG Onboarding. Here's how you can transfer a new hire from ClearCompany to UKG:

Process in ClearCompany to Transfer New Hire to UKG

1. Ensure that the new hire's offer letter is complete, and the candidate is ready to be sent to UKG Onboarding.
   
   
2. Place the candidate into the "Hired - Send to UKG Onboarding" workflow stage.
   
   
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 Onboarding

If you need to resend or manually send the data to UKG Onboarding, 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 Onboarding 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 Onboarding shortly after sending, please contact [e-mail] for assistance.

Process in UKG Onboarding

Navigating Within UKG Onboarding

To find the new employee record in UKG Onboarding, follow these steps:

1. Log in to UKG Onboarding and navigate to the "Menu" tab.
2. If you have Full Admin access level, access the "My Team" tab.
   
   
3. Select "Onboarding," you can select "Onboarding Gateway." or Process Hires
   
   
4. Onboarding Gateway:
   
   
5. Process Hires:

By following these guidelines, you can successfully transfer new hire data from ClearCompany to UKG Onboarding and make use of the integrated features.