Recruitment to HR
Recruitee to UKG Pro integration: European hires through the Global New Hire service in UKG Pro
With an integration between Recruitee and UKG Pro, a candidate hired in Recruitee for a Dutch or other European site becomes a new employee in the right global company in UKG Pro, with job code, start date, hours and pay from the offer. UKG Pro requires more mandatory data for this than a recruitment system should hold, so KoppelHet only starts the hire once HR has securely added the citizen service number.
What the integration does
Organisations with a US headquarters often manage workers in UKG Pro, while the European sites recruit in Recruitee. After a hire local HR fills in a form for the HR team that manages UKG Pro. That sometimes takes until after the start date, and UKG Pro requires data such as the citizen service number that does not belong in a recruitment system.
- The recruiter moves the candidate in Recruitee to the stage for hired candidates.
- KoppelHet fetches candidate, job and the fields of the offer form and picks the UKG company for the location.
- HR gets a task in the KoppelHet platform to enter the citizen service number. That number only goes to UKG Pro and never enters Recruitee.
- KoppelHet creates the employee in UKG Pro with job code, pay group, hours, pay and start date.
- UKG Pro returns per employee whether it succeeded. Messages appear in the platform, with the field concerned.
What to watch for with Recruitee and UKG Pro
- UKG Pro's New Hire service for the United States only works for US companies. For Dutch and Belgian employees KoppelHet uses the Global New Hire service, which creates an employee in a global company in UKG Pro.
- A new employee in a global company cannot be created without a national ID number. The citizen service number does not belong in a recruitment system. KoppelHet therefore asks HR for it after the hire in its own platform and sends it straight to UKG Pro, without storing it.
- For a global hire UKG Pro also requires pay group, benefit group and currency. Recruitee does not know these and they do not vary per candidate. We record them per company, so a hire in Belgium gets euros and the Belgian pay group without the recruiter having to choose anything.
- Pay in UKG Pro has an amount and a type, such as hourly, per period or yearly. The salary field in Recruitee has no period. We add it to the offer form, so a Dutch monthly salary does not reach UKG Pro as an annual amount.
- If numbering in the UKG company is automatic, UKG Pro ignores an employee number that is sent along. KoppelHet therefore sends no number of its own, reads the number UKG Pro assigned after the hire and stores it with the candidate.
- For each new employee UKG Pro returns whether it succeeded, with messages naming the field concerned. KoppelHet puts those messages with the candidate in the platform, so HR sees straight away that, for example, a job code is missing in the Belgian company, instead of a generic error.
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
Why is the citizen service number not in Recruitee?
A recruitment system holds data of many candidates who never join. The citizen service number is only needed for those who are hired, so KoppelHet asks HR for it only then and sends it only to UKG Pro.
Does the employee also go to local payroll?
Not in this integration. A flow from UKG Pro to Dutch or Belgian payroll can come later as an extension.
Does this also work for US jobs in Recruitee?
That needs the US New Hire service, with different required fields. We start with the European sites; US hires can come later as an extension.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Recruitee through the candidate_moved webhook (only stages with the hire category) and the ATS API with profile fields (date_of_birth, address), placement_locations and custom fields of the offer form (start date, hours, pay with period). API token of a separate integration user.
- UKG Pro through the SOAP web services with a service account. The Login Service (Authenticate with customer API key and user API key) returns a token for the UltiProToken and ClientAccessKey headers. Global New Hire service with NewHireGlobal (including CompanyIdentifier, JobCode, NationalID, PayGroup, PayRate, PayRateType H/P/W/Y, Currency, ScheduledHours, FullOrPartTime, HireDate) and GetGlobalEmployeeByEmployeeIdentifier for the number. Response with HasErrors and Messages per RequestNumber.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Recruitee | Field in UKG Pro | Notes |
|---|---|---|
Vestiging van de vacature (placement_locations) | CompanyIdentifier | Company code of the global company per location |
name | FirstName en LastName | Single name field split; prefix with the last name |
Profielveld date_of_birth | BirthDate | |
Startdatum (aanbiedingsformulier) | HireDate, SeniorityDate en BenefitSeniorityDate | |
Functie van de vacature | JobCode | Through a lookup table |
Uren per week (aanbiedingsformulier) | ScheduledHours en FullOrPartTime | Part-time below the site's full-time norm |
Salaris met periode (aanbiedingsformulier) | PayRate, PayRateType en Currency | Monthly salary as P, hourly wage as H |
BSN (ingevuld door HR in het platform) | NationalID | Never through Recruitee |
Vaste waarde per company | PayGroup en BenefitGroup |
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