UKG Pro (fka UltiPro) Integration: Sync Employee Roster to Crew

 

Which plans can use this feature?     Enterprise (for an additional fee)

 

Overview

Crew now integrates with UKG Pro (formerly Ultimate Software’s UltiPro). Crew’s UKG Pro integration helps ensure that your employee roster is kept up to date in the Crew app. When employees are added or removed from your UKG Pro account, they will automatically be invited to or removed from your Crew organization. 

Note  This is a one-way integration from UKG Pro to Crew. Adding or removing employees from Crew will not add or remove them from UKG Pro.

Step 1—UKG Pro Setup

(a) Create a Web Services User

First, you will need to create a Web service user in your UKG ProUKG Pro account.

  1. Go to Menu > System Configuration > Service Account Administration
  2. Click Add (+)  
  3. Create a new user with any username, password and email (remember these for later)
  4. Provide the required permissions by clicking the checkbox for the View permission for the following rows
    • Company Configuration Integration
    • Employee Export
  5. Once completed, click Save (the page should look like the one below)

(b) Copy Your Customer API Key

  1. Click on Web Services along the top header
  2. Find the Customer API Key and copy/take note of that value

API Key

Step 2—Enabling the Integration

The integration can be enabled for

  • The entire enterprise account (for Crew Enterprise customers)
  • A single Crew organization

For an Enterprise Account

  1. Go to your Command Center
  2. Click on Integrations
  3. Click “Add.” This will prompt you to enter your UKG Pro credentials
    • Username (created in Step 1a)
    • Password (created in Step 1a)
    • Customer API Key (from Step 1b)

For a Single Organization

  1. Go to the Crew Admin tab
  2. Click “View all add-ons” and scroll down to UKG
  3. Click “Add.” This will prompt you to enter your UKG credentials
    1. Username (created in Step 1a)
    2. Password (created in Step 1a)
    3. Customer API Key (from Step 1b)

 

Once enabled, the integration will start syncing employee records from UKG Pro to Crew. The initial sync will happen immediately upon enabling the integration, and then subsequently every 30 to 60 minutes. Some records may require further action by the Crew Admin once they are synced, as described in Step 3 below.

Step 3—Reconciling Organizations and Employees

Needs Action: Reconcile Organizations (Enterprise Users Only)

You will first need to associate each of your UKG Pro locations with a Crew organization. In Command Center, click on the Needs Action tab in the navigation menu on the left side of the screen.

In this section you’ll see a list of your UKG Pro locations that need to be associated with Crew organizations. For each UKG Pro location choose the corresponding Crew organization from the dropdown menu.

Alerts: Reconcile Employees (All Users)

Any employee records that do not have a phone number associated with them in UKG Pro will be sent to organization Admins under an Alerts heading. Admins can then

  • Enter a phone number for that user to add them to the Crew organization (or merge that record with any existing user in the Crew organization)
  • Ignore that UKG Pro user record