Leave, absence and time
HiBob to UKG Dimensions integration: employees, pay type and approved time off from Bob in UKG
With an integration between HiBob and UKG Dimensions, every employee from Bob appears automatically in UKG, with their job in the business structure, their manager and a pay rule that fits hourly or salaried pay. Time off approved in Bob arrives in UKG as a paycode edit, including mornings, afternoons and time off in hours.
What the integration does
Organisations that run HR in HiBob and track hours and scheduling in UKG Dimensions add new employees to UKG by hand and pick a pay rule there themselves. Time off from Bob is missing from the timecard, so managers in UKG see absence as a shift not worked.
- HR creates an employee in Bob or changes site, department, manager or employment.
- After the notification KoppelHet fetches the full employee and the current entry from the employment history.
- UKG receives the person with job, manager, time zone, pay rule and licences; new managers first.
- Approved time off from Bob goes to UKG as a paycode edit, with full or half days from the schedule or a number of hours.
- Moved or withdrawn time off replaces or deletes the paycode edit in UKG.
What to watch for with HiBob and UKG Dimensions
- Bob records per employment entry whether someone is paid hourly or salaried. In UKG the pay rule determines how timecards are calculated. KoppelHet picks the pay rule based on that pay type and the country, so an hourly worker does not fall under a rule for salaried staff.
- The employment type in Bob, such as permanent, temporary or contractor, determines in KoppelHet which UKG licences someone gets. A contractor who only records hours then gets no absence licence, while a permanent store employee gets scheduling, timekeeping and absence.
- Bob has time off for mornings, afternoons or a number of hours. UKG can take the amount of a half day from the schedule itself, separately for the first and second half. KoppelHet maps a morning from Bob to the first half and an afternoon to the second, and time off in hours to a duration in hours.
- For time off Bob approves automatically, two notifications arrive in sequence, first the request and then the approval. KoppelHet only acts on the approval, so UKG does not receive two paycode edits for the same day.
- A notification of a changed employee in Bob only contains the names of the changed fields, not values. Deleting a table entry gives no notification at all. KoppelHet therefore fetches the full employee after each notification and compares the employment history daily, so a deleted entry disappears in UKG too.
- Bob reports a departure at midnight on the effective date, in the site's time zone. UKG works with status records that have an effective date. KoppelHet sets the termination in UKG as soon as HR records the departure in Bob, with that date, so the manager can still complete the last timecard.
- UKG only links an employee to a manager who is already in UKG or appears earlier in the same request. In Bob a new manager can start at the same time as their team. KoppelHet puts the manager first in such a case, so the team falls under the right person straight away.
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 balances from Bob go to UKG?
That can be added later as an extension, through balance updates per accrual code. This integration starts with employees and approved time off.
Do hours from UKG go back to Bob?
No. Hours go from UKG to payroll, not to Bob.
What if a Bob site and job have no path in UKG?
Then the employee is not created and an alert appears in the platform. After the table or the UKG structure is extended, the next round creates them.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HiBob through the REST API with a service user. Employee webhooks (employee.created, employee.updated with changed field IDs, table.entry.created and table.entry.updated, employee.left at midnight on the effective date), GET /people/{id}/employment (salaryPayType Hourly or Salaries, type, weeklyHours, effectiveDate). Time off through time off webhooks and GET /timeoff/employees/{id}/requests/{requestId} (type days, hours, portionOnRange, hoursOnRange and more; startPortion and endPortion all_day, morning or afternoon).
- To UKG through the UKG Pro Workforce Management API. POST /v1/commons/persons or /multi_create (personNumber, employmentStatusList, primaryLaborAccounts.organizationPath, payRuleName, timeZoneName, supervisorPersonNumber, personLicenseTypes). Time off through POST /v1/timekeeping/pay_code_edits/import with paycode, applyDate and scheduleAmountType FULL_DAY_AMOUNT_FROM_SCHEDULE, FIRST_HALF_DAY_AMOUNT_FROM_SCHEDULE or SECOND_HALF_DAY_AMOUNT_FROM_SCHEDULE, or durationInHours.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in UKG Dimensions | Notes |
|---|---|---|
Employee ID (Bob) | personNumber | |
firstName, surname | firstName, lastName, fullName | |
work.site en work.title | primaryLaborAccounts.organizationPath | Through a table to an existing job in the UKG business structure |
work.reportsTo | supervisorPersonNumber | |
Tijdzone van de site | timeZoneName | |
salaryPayType (Hourly of Salaries) | payRuleName | |
employment type | personLicenseTypes | |
work.startDate en einddatum | employmentStatusList met effectiveDate | |
Time off request (approved, startPortion, endPortion, hours) | Paycode edit met scheduleAmountType of durationInHours |
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