WorkEasy Software integrates with UKG Reporting Services to streamline employee synchronization between systems. This guide walks you through connecting your UKG account, configuring employee field mapping, and managing synchronization.
Before you begin
Before you begin, ensure the following requirements are met.
General requirements
Active UKG Pro Service Account.
API credentials from UKG (Username, Password, Customer API Key, User API Key, Report ID).
Administrator access in WorkEasy Software.
Required employee fields configured in UKG.
UKG account checklist
Service account created in UKG.
Employee report configured in UKG Reporting Services.
Employee IDs populated.
Required fields such as Hire Date and Employee Status completed.
Step 1: Connect your UKG account
Go to Global Settings → Integrations → UKG Reporting Services.
Select Start.
Enter the following credentials:
Connection Name.
Username.
Password.
Customer API Key.
User API Key.
Report ID.
Select Connect.
Confirm the status displays Connected.
Select Save.
If connection fails, verify credentials and confirm that the service account has access to the specified report in UKG.
Step 2: Complete the initial configuration
After connecting, configure employee synchronization from UKG.
Choose employees to sync
Select one option.
All Employees.
Only Active.
Note: Existing employees in WorkEasy will be identified and linked based on Employee ID.
Employee field mapping
In Employee Fields coming from UKG, map required WorkEasy fields to corresponding UKG fields.
Employee ID.
First Name.
Last Name.
Employee Status.
Hire Date.
Employee Type.
FT/PT Status.
Pay Type.
Pay Schedule.
Pay Change Reason.
You can define default values where applicable.
Select Show only required fields if you want to simplify the view.
Important: Required fields must be mapped before synchronization.
Groups mapping
If you use Locations or Groups, map the fields as needed.
Map Location (WorkEasy) to the applicable UKG field.
Set default values if required.
Sync pay rate (optional)
Enable Sync Pay Rate if pay rates should update in WorkEasy based on UKG data.
Step 3: Synchronize employees
Select Save.
Select Synchronize and click Yes to initiate synchronization.
A confirmation message appears indicating that synchronization is in progress.
After synchronization completes, select the notification in the top right corner of the screen.
Review the Employees Synchronization from UKG summary.
During synchronization, the system matches existing employees by Employee ID and creates new employees when no match is found.
Bulk options may include the following actions.
Automatically match by Employee ID.
Set all as new employees.
Data flow and system of record
UKG Reporting Services is the system of record for employee data in this integration.
UKG data overrides employee data stored in WorkEasy.
If a field is blank in UKG, the corresponding WorkEasy field may be overwritten.
The integration pulls the following fields.
Employee ID
First Name and Last Name
Employee Status
Hire Date
Employment Type
Pay Type
Pay Schedule
Location
Recommendation: Maintain employee records in UKG and use WorkEasy for time tracking and operational workforce management.
Ongoing synchronization
When new hires are added in UKG, run a manual sync in WorkEasy to update employee records.
Ensure Employee ID and Hire Date are completed before syncing.
New hires do not sync automatically unless a scheduled sync process is enabled.
Disconnect UKG Reporting Services
When you disconnect UKG Reporting Services from WorkEasy, API credentials are removed and employee data will no longer sync. Existing employee records remain in WorkEasy.
Go to Settings > Integrations > UKG Reporting Services.
Select Disconnect.
Confirm the action.
After disconnection, you must reconnect and reconfigure mapping to resume syncing.
Edit account credentials
The Edit button allows you to update the existing UKG Pro Service Account credentials.
Use this option if:
Your UKG password has changed.
API keys have been regenerated in UKG.
The Report ID has been updated.
You need to correct an incorrect credential entry.
Selecting Edit does not create a new connection. It only modifies the current configuration. After making changes, select Save to apply the updated credentials.
Troubleshooting
If synchronization fails, review the following checks.
Confirm API credentials are valid.
Verify the Report ID matches the configured UKG report.
Ensure required employee fields are populated in UKG.
Clear browser cache if UI updates do not reflect changes.
Confirm Employee IDs are unique and consistent.
For administrators
Bulk sync options may override previously linked employees. Before using bulk actions, confirm mappings, review duplicates, and validate Employee ID formatting.
If you need assistance or have questions, we're here to help. Please call us at (888) 783-1493, email support@workeasysoftware.com, or submit a ticket.