Steps to enable UKG ready Integration
In this article, we’ll run through how you can seamlessly integrate your UKG Ready system to provision and de-provision users on Reward Gateway.
How to enable the UKG Ready integration
To enable the UKG Ready integration, log into the Reward Manager portal, go to Integrations on the left and search for UKG Ready under Explore Integrations
Click on the integration icon which will lead you straight to the Initial Setup.
Setting up UKG Ready for Reward Gateway
Watch the following video which demonstrates the setup process step-by-step:
Step 1: Initial Setup
Select the import frequency and whether you wish to send Welcome communication to newly added members. We recommend ticking the Welcome e-mail option, as this provides easy first-time access to the platform to new users and allows them to set up a password.
Step 2: Authorize the UKG Ready Account
Before Reward Gateway can access your UKG Ready data, you must authorize Reward Gateway to access your UKG Ready account. To do this, click the Authorize button.
This will open a modal window where you will need to enter your Domain.
For example, if you sign in at "acme.com/ta/Default.login", enter "acme.com" and click Submit.
In the next step, you will be asked to enter your Company Short Name
How to find your Company Short Name
Log into your UKG Ready account and open the menu in the upper left. Go to your settings icon, and click on Global Setup followed by Company Setup.
Open Company Info.
Scroll down to find Company Short Name under Company Address. Copy your Company Short Name.
Paste your Company Short Name in Reward Manager and click Submit.
In the next step enter your API Key.
On your Company Setup page, go to Login Config.
Scroll to find API Keys and click Generate. Copy the API Key and store it in a secure place.
** Note: if you have other integrations using this API key, please do not generate the key! Copy the existing one.
Paste the key in Reward Manager.
The next step is to add your user ID and Password.
How to set up your API user Permissions?
1.) In your UKG Ready account, open up your menu on the left and navigate to My Team. Go to Employee Information and click HIRE.
2.) Enter a username and a password, and press continue. Please continue through all the fields as prompted.
3.) Back in your menu on the left, go to your Global Setup again. Find Groups and click Edit.
4.) Find the "All Company Employees" Group and select the person icon.
5.) In Edit Group Permissions: All Company Employees, click ADD MANAGER on the upper right hand side. Search for the API User Account and click Add.
How to create the Security Profile
1.) In your menu on the left, go to Settings, Profiles/Policies, and then Security. Click NEW SECURITY PROFILE on the upper right-hand side.
2.) In this profile, we want to make sure all relevant permissions are enabled for the following endpoints:
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In your HR Tab:
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Find Employee, Base Compensation. Select View from the drop-down menu.
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Find Benefit Manage
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In your Modules tab:
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Scroll to Rest API Resources. Select Employee Demographics, Employee Profiles, and Employees.
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In your Global tab (if applicable):
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In Global Setup, find Company EINs and Leave of Absence Custom Fields Definitions. Select View for both.
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In Object Lists, find Company EINs, Leave of Absence Categories, and Pay Period Profile and select View for All.
How to add the Security Profile to the API user
1.) Go to My Team, Employee Information, and find the API User Profile you created.
2.) Under Security, search for the Security Profile you just made and add it to the user. Save.
3.) After creating the API User, log out. Sign back in with the username and password you set. UKG will then prompt you to create a new password. Create the new password and save it to enter into Reward Manager below.
Type in your API User ID and Password to complete the linking flow.
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You will see the confirmation message, click ‘Finish Setup’ and then ‘Save’.
You can revoke access to the integration at any time.
Mapping
Before Reward Gateway can sync your UKG Ready directory, you need to map the fields which are going to be synced. To do this, use the mapping stage of the setup and use the fields displayed. Once ready, click ‘Save’.
By default, Reward Gateway maps the Employee ID to uniquely identify a member. Any other additional mapping fields can be mapped during this stage, however, the Email Address field must be mapped as it is a mandatory field to create an account with Reward Gateway.
Once you are happy with the mapping, you can proceed to the next step.
How to prevent some members e.g. contractors creating accounts
By default, Reward Gateway fetches all active users and we use the employment status to determine if the employee is eligible. If you’d like to segment your imports and send only a specific group of employees, you can choose a field from the dropdown and set a list of allowed values and we will only create accounts for employees having these values present. You can add multiple values by separating them with commas.
Please note that if there are already existing accounts on our side, they will be revoked via the integration if you enable the segmented imports and the employees don’t have the needed values. For example, if you wish to exclude contractors, there should be a specific value by which they are grouped, and that value should not be included in the field above.
How to import custom fields to provide additional user data
We support up to 10 custom fields in addition to the standard ones in the Mapping step. They can be used so the integration fetches different information that is already included in the UKG Ready accounts.
It is important to emphasize that if the integration is already published and you want to make amendments to the custom fields, you will have to go to the Authorize step, revoke the access, and go through the Authorize step again, then map those fields and publish the integration.
Review and Publish
At this stage, you can review the details and if you’re happy, publish the connection. This will make the integration live on the platform and Reward Gateway will start syncing the data based on the frequency selected at the Initial step.
FAQs
How will you monitor when your UKG Ready data syncs?
Every time your UKG Ready data is synced, Reward Gateway sends an email to the user who set up the integration with details on how many accounts it has impacted.
You also have the option of going to the integration Dashboard and selecting the "Import History" option to see a log of all data syncs that have been performed on your platform.
If there were any issues with your data sync, you’ll be able to download a file containing all of the errors.
How will your employees get onboarded once your UKG Ready data has been synced?
If it's a new employee record that is synced from UKG Ready, Reward Gateway will create a new account for this employee based on the employment status and information mapped and will send them an invitation to join the program.
If it's an existing employee whose data has already been synced, Reward Gateway will not issue any communication and will update their information to match their UKG Ready information.
How will the employee data be removed once an employee is removed from your UKG Ready directory?
Reward Gateway uses the employment status to determine whether a user needs to have their account created, or be marked as a leaver in our system. This means that we will mark everyone whose employment status is inactive as a leaver.
The employee's account will then follow Reward Gateway's standard account close-down procedures.
How can you trigger your membership provisioning imports on demand?
You have the option to trigger the import on-demand from 'Import data now' link in the tools dropdown. This will redirect you to the import page where you can start the process. Once started, a progress bar will be presented and when the upload is completed, you will be able to download any warnings and see the impact on your programme.