Setting up and using the UKG Pro Onboarding integration

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Available for User roles Super Admin
Packages LeverTRM for Enterprise, Pro or Enterprise (legacy), or Advanced HR add-on

Lever's integration with UKG (formerly known as UltiPro Onboarding) allows you to pass new hire data from Lever directly into your UKG Pro Onboarding module. Readers of this article will learn about...

If you have already set up the UKG Pro Onboarding integration, refer to our help article on how UKG Pro Onboarding fields are mapped in Lever

Setting up the UKG Pro Onboarding integration

 

Integration setup can only be completed by users with Super Admin level access in Lever and Administrator level access in UKG. Also note that this integration requires a Lever package that includes requisition management (applicable packages are listed at the top of this article).

Enabling the UKG integration requires assistance from both Lever and UKG Support. Start by notifying UKG Support that you wish to install Lever in your UKG Pro Onboarding environment. Once UKG has confirmed that Lever has been successfully installed, notify Lever Support that you wish to enable the UKG integration in your Lever environment. A Lever Support representative will send you a setup form, which you must complete to initiate the setup.

How the UKG Pro Onboarding integration works

Lever's integration with UKG extracts data collected throughout the interview process and transforms it to meet UKG's processing criteria. The data is then uploaded as a new hire record to your organization's UKG Pro Onboarding module.

Graphic depicting the data passed from Lever to UKG when a new hire event initiates transfer.

Initiating transfer of new hire data

During the setup process, you will choose one of two conditions under which a candidate is considered a new hire:

  • Option 1: A candidate is considered a new hire when their opportunity is archived as 'Hired in Lever.
  • Option 2: A candidate is considered a new hire when their opportunity reaches a stage that you specify in your Lever pipeline.

When an opportunity reaches the new hire state, information from the opportunity, requisition, profile form, and offer form are sent from Lever to your organization's OKG Pro Onboarding module.

Required fields for new hire record creation

In order to create a new hire record, UKG requires the following fields to be passed from Lever:

  • First Name
  • Last Name
  • Email
  • Component Company Code
  • Job Code
  • Onboarding Owner Code

First name, last name, and email are pulled from the opportunity in Lever. During integration setup, you have the option to define a default Component Company Code, Job Code, and Onboarding Owner Code that will be used as a fallback in the event those fields are absent from the corresponding requisition against which the candidate is being hired. All other fields on the new hire record are optional and will be passed if located in Lever. For a full breakdown, refer to our UKG field mapping article.

 

New hire records in UKG Pro Onboarding module can be edited and deleted by your HR team. While it is important to capture as many values as possible to pass from Lever to UKG, remember that the primary goal of the integration is to pass the minimum required fields so that a new hire record can be created.

Viewing the results of a new hire data transfer

When new hire data is successfully passed from Lever to UKG, a note will be applied to the opportunity profile in Lever with a summary of the information that was passed.

A note in a candidate story in Lever describing information successfully passed from Lever to UKG.

References to "UltiPro" in the above screenshot refer to the previous name of UKG's onboarding product.

If any information fails to pass from Lever to UKG, a note will be applied to the opportunity profile in Lever with a summary of the information that failed to pass.

A note in a candidate story in Lever describing information that failed to pass from UKG to Lever.

References to "UltiPro" in the above screenshot refer to the previous name of UKG's onboarding product.

During integration setup, you have the option to configure recipients that will receive an email summary of opportunity profiles from which new hire records were successfully created based on information passed from Lever to UKG, as well as profiles associated with records that were not created due to information failing to pass.

An email notification summarizing candidates profiles in Lever that had information successfully passed to UKG, as well as one profile that failed to have its information passed.

 

We highly recommend using a group email alias for your team if configuring email notifications as part of your integration setup, to account for any future role changes or departures among your team.

Retrying new hire data transfer

If information fails to pass during the initial data transfer between Lever and UKG, it may be possible for you retry the data transfer after you have updated the field with missing information. Once you have corrected or added the data that failed to pass, add a tag labelled "UltiPro Onboarding - Retry" to the opportunity.

An opportunity profile in Lever wiht an UltiPro Onboarding - Retry tag applied and circled for emphasis.

The integration is configured to check every 15 minutes if the tag as been applied to any opportunities, and to reattempt the data transfer for any opportunities to which the tag as been added. The tag will be removed from the opportunity once a new hire record has been generated in UKG with the required information.

 

Using the "UltiPro Onboarding - Retry" tag will result in the creation of a new record in your UKG Pro Onboarding module, not an update of the existing record. We recommend deleting the old record in UKG once a new record has been created from the complete set of successfully passed new hire data.

Frequently asked questions

What if my Lever package does not allow for the creation of custom requisition fields (for the Component Company Code, Job Code, and Onboarding Owner ID)? 

You will need to specify default values for these fields in the setup form. Refer to the 'Required Fields' section of this article to learn more.

What if I want UKG custom fields defined on the offer instead of the requisition?
Be sure to specify this on the setup form. Lever's Support team can create fields on the offer form and run a one-time population of your drop-down list of possible values. Going forward, your team will need to manage the list of possible values while maintaining the format.
Can the "UltiPro Onboarding New Hire Form" profile form template be removed if my team does not want to use it?
Yes. This profile form template is completely optional and your team can remove it at any time.
Why is Currency Code not passed?

The currency type on new hire records will automatically be assigned based on the default settings in your UKG environment.

Why is the Supervisor not passed?

The integration does not store the UKG User ID in Lever, which is required to populate the Supervisor field. The Lever and UKG teams have determined there is no feasible way to pass information. 

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