Recruitment to HR
Teamtailor to UKG Pro integration: European hires as global new hires
With an integration between Teamtailor and UKG Pro, a candidate hired in Teamtailor becomes a new employee in the right company in UKG Pro, with job code, pay group, salary, hours and hire date. For jobs outside the United States KoppelHet uses UKG Pro's Global New Hire service.
What the integration does
Organisations with UKG Pro as their HR core and Teamtailor for recruiting at European sites enter every European hire into UKG Pro by hand. HR looks up pay group, job code and currency per country while doing so.
- HR records the UKG company, job code and pay group per Teamtailor job in custom job fields.
- The recruiter moves the candidate to the hire stage; the candidate has answered a private question for the ID number beforehand.
- KoppelHet sends the new employee to UKG Pro's Global New Hire service.
- Field-level messages from UKG Pro are shown with the candidate in the KoppelHet platform.
- After a successful hire KoppelHet reads back the employee number.
What to watch for with Teamtailor and UKG Pro
- For a company outside the United States, UKG Pro only accepts a hire through the Global New Hire service. KoppelHet chooses the service based on the UKG company recorded on the Teamtailor job.
- Pay group, benefit group, job code and currency are mandatory codes in UKG Pro and usually apply per job. Teamtailor has custom fields on the job; HR puts them there once, so recruiters do not have to pick them per candidate.
- Without a national ID number UKG Pro refuses the global hire. Teamtailor lets you mark a question as private; the number is asked as a private question in the last stage and only sent to UKG Pro.
- UKG Pro knows four pay rate types, hourly, per period, weekly and yearly. The salary in a Teamtailor offer has no fixed period, so we add a choice field, otherwise a monthly amount lands as an annual salary.
- With automatic numbering UKG Pro ignores an employee number that is sent along. KoppelHet therefore sends none and reads the number back after the hire, so it is in the logging with the candidate.
- UKG Pro returns a result per hire with messages that name the field. Teamtailor does not retry a failed webhook, so KoppelHet stores each hire itself and tries again after HR has completed the named field.
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
Does this also work for US jobs in Teamtailor?
That needs the US New Hire service, with different required fields. We start with the European companies; US hires can follow later as an extension.
Where does the ID number go after the hire?
Only in UKG Pro. KoppelHet does not store it; in Teamtailor it stays as a private answer until your retention period ends.
Does the employee also go to local payroll?
Not in this integration. A flow from UKG Pro to local payroll can follow 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.
- Teamtailor through the company webhook job_application.update (stage_id change, HMAC SHA-256 in TT-Signature) and the Teamtailor API for candidate, answers, job with custom fields and offer.
- UKG Pro through SOAP - Login Service Authenticate (Customer API key, User API key, user name and password) for the token in the UltiProToken and ClientAccessKey headers; Global New Hire service NewHireGlobal with CompanyIdentifier, NationalID, BirthDate, HireDate, BenefitGroup, PayGroup, JobCode, Currency, FullOrPartTime, PayRate, PayRateType and ScheduledHours among others. Results per RequestNumber with HasErrors and Messages (Code, Message, PropertyName).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Teamtailor | Field in UKG Pro | Notes |
|---|---|---|
Eigen vacatureveld UKG-company | CompanyIdentifier | |
first-name en last-name | FirstName en LastName | |
Privévraag identificatienummer | NationalID | |
Eigen veld geboortedatum | BirthDate | |
start-date (onboarding) of eigen veld | HireDate, SeniorityDate en BenefitSeniorityDate | |
Eigen vacaturevelden | JobCode, PayGroup, BenefitGroup en Currency | |
Salaris en periode uit het aanbod | PayRate en PayRateType (H, P, W of Y) | |
Uren en voltijd of deeltijd | ScheduledHours en FullOrPartTime (F of P) |
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