In this article, we’ll run through how you can seamlessly integrate your UKG Pro system to provision and de-provision users on Reward Gateway.
How to enable the UKG Pro integration?
To enable the UKG Pro integration, log into the Reward Manager portal, go to the Integration tab on the left and search for “UKG Pro” under the ”Explore Integrations” tab.
Click on the integration icon which will lead you straight to the Initial Setup.
Setting up UKG Pro for Reward Gateway
Watch the following video which demonstrates the setup process step-by-step:
Step 1: Initial Setup
Select the import frequency, date format 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 Pro Account
Before Reward Gateway can access your UKG Pro data, you must authorize Reward Gateway to access your UKG Pro account. To do this, click the "Authorize" button.
This will open a modal window where you will need to enter your API key.
How to find your API key?
Login to your UKG Pro account and search Service Account Administration in your search bar on the top right.
Copy the Customer API Key from under the header.
Paste the Customer API Key in the modal window in Reward Manager and click Submit
In the next step, you will be asked to enter your credentials.
How to create your Service Account?
On the UKG Pro Service Account Administration Page, click on "+ add" in the upper right-hand side.
Add in the admin of your UKG Pro account's username and email. You will need the username later.
Scroll down under Web Service to enable permissions.
View Employee Person Details is required to authenticate your account with Merge.
View Employee Pay Statement, PTO Plan Integration, Company Configuration Integration, Payroll Integration, Personnel Integration, Employee Job History Details, Employee Person Details, Employee Compensation Details are other relevant permissions.
Click Save. Your new password will pop up. Save the password in a secure location.
Enter your UKG Pro service account credentials in Reward Manager and click Submit.
This should be the username of your admin service user and the password you just generated.
And lastly, add your subdomain.
How to find your UKG Web Service Domain?
In your search bar, search for Web Services.
Look at any of the "web service endpoint URLs" and find your subdomain.
For example, if your URL is, http://Servicet.ultipro.com/services/BIDataService then your subdomain is "Servicet".
Enter your subdomain in Reward Manager.
You will see the confirmation message, click ‘Finish Setup’ and then ‘Save’.
In the next step, it will give you the option to map up to 10 custom fields
You can revoke access to the integration at any time.
Step 3: Mapping
Before Reward Gateway can sync your UKG Pro 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 segment your imports?
In the "Mapping" step of your configuration, at the bottom of the page, you will have the option to enable this.
You can set a specific field and values and we will only create accounts for employees with this value.
Whenever an employee doesn't have the needed value set in the segmentation, they will get revoked or an account won't be created until you add it to their BambooHR account.
This works for probational periods as well so whenever the employees pass the probation period, you just need to change the values that we're using on their account in Bamboo and their account will be created.
Step 4: 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.
How will you monitor when your UKG Pro data syncs?
Every time your UKG Pro 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 Pro data has been synced?
If it's a new employee record that is synced from UKG Pro, Reward Gateway will create a new account for this employee based on the 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 Pro information.
How will the employee data be removed once an employee is removed from your UKG Pro directory?
Reward Gateway syncs your full directory every time. This means that if there is an employee missing from your UKG Pro directory but has an account on Reward Gateway, they'll be marked as an account to be removed.
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.