Leave, absence and time
BambooHR to UKG Dimensions integration: employees with their manager in UKG, approved time off as paycode edits
With an integration between BambooHR and UKG Dimensions, every employee from BambooHR appears in UKG automatically, in the right place in the business structure, under the right manager and with a pay rule that fits hourly or salaried pay. KoppelHet puts time off approved in BambooHR into the UKG schedule as a paycode edit, so the planner no longer schedules a shift on a day off.
What the integration does
Organisations that keep their personnel records in BambooHR and schedule shifts or stores in UKG Dimensions enter new employees twice. A new manager or job in BambooHR reaches UKG weeks later, and planners only see approved time off when someone passes it on.
- HR creates an employee in BambooHR, with location, job title, manager and pay type.
- BambooHR reports the new or changed employee through a webhook on the fields UKG uses.
- KoppelHet looks up the place in the UKG business structure, makes sure the manager exists first and creates the person with pay rule and licences.
- A manager approves time off in BambooHR.
- KoppelHet fetches changed requests and adds a paycode edit per day to the UKG schedule; on cancellation or editing it removes the old one.
What to watch for with BambooHR and UKG Dimensions
- BambooHR also offers the manager field as that manager's employee number. UKG links someone to a manager through the manager's personNumber. Because KoppelHet uses the BambooHR employee number as personNumber, the relationship fits without an extra mapping table.
- BambooHR has pay types such as hourly and salary, plus a field saying whether someone is exempt from overtime rules. In UKG the pay rule calculates the timecard. KoppelHet chooses the pay rule from those two BambooHR fields, so an hourly worker never falls under the rule for fixed salaries.
- BambooHR's field list has no time zone, while UKG wants a time zone per person to assign shifts to the right day. KoppelHet derives the time zone from the location in BambooHR, through a table filled per site at the start.
- BambooHR gives time off per day as an amount in hours or in days, depending on the time off type. A paycode edit in UKG accepts a duration in days or in minutes. KoppelHet sends day-based leave as a duration in days and hour-based leave as minutes, per date in the request.
- When an open request is edited in BambooHR, it gets a new id and the old one stays as superseded. UKG documents importing and deleting paycode edits, not changing them. KoppelHet therefore deletes the edits of the old id and imports those of the new one.
- When posting a paycode edit, UKG can check the accrual balance and treat warnings as errors. The balance is kept in BambooHR and the time off is already approved there. KoppelHet therefore has UKG skip the accrual check, so approved leave is not rejected after all.
- BambooHR advises overlapping with the previous round when fetching changed time off, because a change can be committed slightly later than its recorded time. KoppelHet does so and recognises a request it already processed by its id, so UKG does not get a duplicate edit.
- UKG only places a new employee at a job that exists in the business structure. BambooHR has location, department and job title as separate lists. KoppelHet translates the combination of location and job title to a UKG path and flags a combination not yet in the table.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Do clocked hours go back to BambooHR?
Not in this integration. Hours for payroll can be added later as an extension.
What happens to time off cancelled in BambooHR?
KoppelHet deletes the paycode edits of that request in UKG, so the day is open again in the schedule.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- BambooHR through the REST API with an API key of a user with rights to time off and the fields used. Employees through event-based webhooks (employee.created, employee.updated with monitor fields) and the fields employeeNumber, location, jobTitle, supervisorId, payType, exempt, hireDate and terminationDate. Time off through GET /api/v1/time_off/requests with updatedSince (ascending on updated), status approved, canceled and superceded, amount with unit hours or days and dates per day.
- UKG through the UKG Pro Workforce Management API. People with POST /v1/commons/persons or /persons/multi_create (personNumber, employmentStatusList, primaryLaborAccounts.organizationPath, payRuleName, timeZoneName, supervisorPersonNumber, personLicenseTypes). Time off with POST /v1/scheduling/schedule/pay_code_edits/apply_import (payCodeEdit with employee, startDate, payCodeRef and durationInDays or durationInMinutes; shiftOverrideOptions with NO_OVERRIDE, WHOLE_OVERRIDE or PARTIAL_OVERRIDE; bypassAccrualValidation). This operation replaces the older pay_code_edits/import.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in BambooHR | Field in UKG Dimensions | Notes |
|---|---|---|
employeeNumber | personNumber | Fixed key |
firstName, lastName | firstName, lastName, fullName | |
location en jobTitle | primaryLaborAccounts.organizationPath | Through a table to a job in the UKG business structure |
supervisorId | supervisorPersonNumber | Employee number of the manager |
payType en exempt | payRuleName | Through a mapping table |
location (tijdzone uit tabel) | timeZoneName | BambooHR has no time zone field |
hireDate en terminationDate | employmentStatusList met effectiveDate en expirationDate | |
Time off request (approved), dates per dag | Paycode edit met durationInDays of durationInMinutes |
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