Summary
The UKG Connector lets you connect UKG as an HRIS source so that KnowledgeCity users are provisioned and kept in sync automatically. It is configured per account from the account's Integration Settings, where UKG appears as one of the supported HR/HCM integrations. KnowledgeCity offers more than one UKG connector, so the first decision is which one matches the UKG service you have. Once connected, employee records flow from UKG into KnowledgeCity without manual data entry.
Introduction
KnowledgeCity connects to many external systems so that users, courses, and reporting can flow automatically between platforms. The UKG Connector is the HRIS integration that links a UKG source to a KnowledgeCity account, so employee records maintained in UKG drive the creation and upkeep of KnowledgeCity users.
This connector is set up by administrators managing an account's integrations. It solves the problem of manually maintaining user lists: new hires, role changes, and departures recorded in UKG can be reflected in KnowledgeCity through scheduled synchronization, keeping training records accurate and up to date.
Key Concepts
- UKG Connector: an HRIS integration that connects UKG as a source of user data for a KnowledgeCity account. KnowledgeCity lists three UKG entries on the Integration platforms tab: UKG Pro (RaaS), UKG Pro, and UKG Ready. They are separate connectors with separate settings, and an account configures whichever one matches its UKG service.
- UKG Pro: the connector that reads employee changes directly from the UKG Pro service. Its card lists its imported data as Fetch employee changes and Import employees to KnowledgeCity.
- UKG Pro (RaaS): the connector that reads a saved report from UKG rather than calling the employee service directly. Its card lists report download handler and report to metadata Handler.
- Integration Settings: the account-level hub where every third-party integration is listed, configured, and shown with a configured or Not Configured status. UKG is configured here alongside other HR/HCM systems.
- Provisioning: creating KnowledgeCity user records from the UKG source so that employees exist in the platform without being added by hand.
- Synchronization: the ongoing process that keeps KnowledgeCity users aligned with UKG, applying changes such as additions, updates, reactivations, and deactivations.
- Sync actions: the individual behaviors you enable to determine what a sync does (for example, adding new users, updating existing users, reactivating, deactivating, or removing access) based on each employee's state in UKG.
- Field mapping: the pairing that decides which UKG Pro field fills each KnowledgeCity user field.
- Sync scheduler: the schedule that controls how often synchronization runs and when it begins, so provisioning stays current automatically.
- Audit Log: the record of integration configuration changes for the account, used to confirm what changed and to troubleshoot unexpected sync behavior.
Steps to Follow
Opening Integration Settings
You configure the UKG Connector from the account's Integration Settings. Open it from Accounts Manager by choosing Integration Settings from the account's Actions (⋮) menu. This opens the account's edit page on the Integration Settings tab. The Settings view lists every available integration for the account.
Choosing the right UKG connector
Open the Integration platforms tab to see the connectors available to the account. Three UKG entries appear there, each as its own card with its own Start integration button:
- UKG Pro reads employee changes from the UKG Pro service itself. Choose this one when you have credentials for that service and want KnowledgeCity to collect changes on a schedule.
- UKG Pro (RaaS) reads a saved report instead. Choose this one when your UKG administrator publishes employee data as a report rather than granting service access.
- UKG Ready is the connector for the UKG Ready product.
Each card shows what it imports and exports under Imported data and Exported data, which is the quickest way to confirm you are on the right one before you begin.
Caption: Open the Integration platforms tab to see the connectors available to the account.
Locating the UKG integration
In the list of integrations, find the UKG entry that matches your source. Each integration is an expandable panel with a status badge showing whether it is already configured or Not Configured.
Entering the UKG Pro connection settings
Expand the UKG Pro panel and enter the settings that identify and authenticate against your UKG Pro service:
- Base URI — the full https address of the UKG Pro service, without the endpoint path and without a trailing slash, for example
https://service4.ultipro.com. - Username and Password — the service account UKG issued for this connection.
- Customer API key — the tenant key issued by UKG.
Confirm these credentials with the customer before saving, since they control access to real user data.
Turning on the user import
Under Import, enable User import. This imports employees from UKG Pro on a schedule, and each run collects the employees changed since the previous successful run rather than re-reading everyone.
The import offers several settings that decide which employees arrive and how their accounts are created:
- Allow empty emails — import employees that have no email address. Their login falls back to the employee id.
- Assign licence automatically — give imported users a licence even when no subscription is selected.
- Subscription — the subscription imported users are placed on.
- Filter by employeeType — import only employees whose employeeType matches one of the values you list. Add as many values as you need, and leave the list empty to import everyone.
- Username prefix — added to the front of every imported username, so one account can hold users from more than one source without their logins clashing. Leave it empty for no prefix.
- Default group — the group imported users are placed into when the field mapping assigns none.
Mapping UKG Pro fields to KnowledgeCity fields
Use Field mapping to choose which UKG Pro field fills each KnowledgeCity user field. Each row pairs a UKG Pro field with a KnowledgeCity field, and a Default value can be supplied for rows where UKG has nothing to give.
Map Line Manager (email) if you want KnowledgeCity to record each employee's manager, since that relationship drives manager-facing features later.
Choosing what a sync does
The sync actions decide what happens to a KnowledgeCity user as their state changes in UKG Pro. Enable only the ones the customer wants, so a sync makes exactly the changes intended:
- Sync will add — create users who are in UKG Pro but not yet in KnowledgeCity.
- Sync will update — update users who exist in both systems with the latest values from UKG Pro.
- Sync will reactivate — re-enable a KnowledgeCity user who is inactive here but active in UKG Pro.
- Sync will deactivate — deactivate a KnowledgeCity user who is active here but no longer active in UKG Pro. This removes their access.
- Sync will archive — archive a KnowledgeCity user who is active here but no longer active in UKG Pro. This takes precedence over deactivate when both are enabled.
- Sync will unarchive — restore an archived KnowledgeCity user who is active again in UKG Pro.
- Sync will remove licence — take the licence from a user who is no longer active in UKG Pro, leaving their account in place. Used when archive and deactivate are both off.
- Archive users missing from UKG Pro — archive enabled KnowledgeCity users who do not appear in the UKG Pro response at all, for example those removed from UKG rather than marked inactive.
Note: Delete inactive users deletes a user who is no longer active in UKG Pro rather than deactivating or archiving them. The product states plainly that this cannot be undone, and that archiving is usually the safer choice. Leave it off unless the customer has asked for deletion and understands that their training records go with it.
Setting the synchronization schedule
Configure the schedule so synchronization runs automatically and provisioning stays current. You set how often the sync runs and when it starts, so UKG changes are picked up on a regular cadence rather than only on demand.
Saving and confirming the integration
Save the UKG settings within the panel. After saving, the integration's status reflects that it is configured. You can return to the panel later to adjust settings, temporarily disable, or re-enable the connector as needed.
Reviewing the Audit Log
Switch from Settings to the Audit Log view to see the history of integration changes for the account. Use it to confirm who changed the UKG configuration and when, and to investigate if a sync behaves unexpectedly.
Conclusion
The UKG Connector brings UKG into KnowledgeCity as a governed HRIS source. Start by picking the connector that matches your UKG service — UKG Pro, UKG Pro (RaaS), or UKG Ready — then configure it once per account in Integration Settings, enable the provisioning and sync behavior the customer needs, set a schedule, and rely on the Audit Log to keep every change traceable. With it in place, KnowledgeCity user records stay aligned with UKG automatically.