DyLeave, absence and time
UKG Pro to Dyflexis integration: employees and weekly hours from UKG Pro as contracts in the schedule
With an integration between UKG Pro and Dyflexis, employees of the sites that schedule in Dyflexis reach Dyflexis from UKG Pro automatically, with weekly hours, contract type, office and employer, and their contract gets an end date on departure. A new colleague or hours change is in the schedule within a few hours.
What the integration does
Organisations with UKG Pro as their HR system, often from a US head office, and European sites that schedule in Dyflexis enter new colleagues twice. Dyflexis has no UKG integration, so an hours change only reaches the schedule when someone remembers.
- Every three hours KoppelHet fetches the employees that changed in UKG Pro since the previous call.
- KoppelHet compares each employee with the previous state and only keeps work locations that schedule in Dyflexis.
- New employees go into Dyflexis as external employees, with a contract from the hire date.
- Different weekly hours, a different location or a different contract type end the current contract and start a follow-up contract.
- On departure the employee and contract get the end date from UKG Pro.
What to watch for with UKG Pro and Dyflexis
- UKG Pro wants changes requested at most every three hours, about eight times a day, and returns the whole employee without saying what changed. KoppelHet keeps the previous state and only sends Dyflexis a follow-up contract when hours, location or contract type have really changed.
- UKG Pro states per employee whether they are hourly or salaried, and whether they work full or part time. In Dyflexis the contract type decides whether someone has fixed hours or is on call. KoppelHet translates the combination into a Dyflexis contract type, so a part-time hourly worker does not appear as permanent staff with minus hours.
- A Dyflexis contract can have a maximum of hours per week, but only if the contract type uses that upper limit. UKG Pro holds weekly hours and a seasonal worker flag. KoppelHet only fills the maximum for contract types with an upper limit, and gives seasonal workers a contract with an end date.
- UKG Pro has an original hire date and a date of last hire. When a former employee returns, the latter counts. KoppelHet sets that date as the start of the new contract and keeps the same employee reference in Dyflexis, so the administrator does not have to link them again.
- UKG Pro holds employees of all companies and countries, with a work location and a company. Dyflexis calculates hours per office and per employer. KoppelHet only includes work locations that have a Dyflexis office, and sets the UKG company as employer reference, so hours later end up with the right payroll processing.
- In UKG Pro an employee can have a preferred name next to their legal first name. In the Dyflexis app and on the schedule colleagues see the name. KoppelHet uses the preferred name when it is filled, so Bob does not appear as Robert on the schedule.
- UKG Pro also returns amounts such as an hourly rate, with a currency code. A Dyflexis contract can include an hourly wage for the wage cost estimate. KoppelHet only takes over the hourly rate when the currency is euro, and leaves it empty otherwise, so the schedule does not show a dollar amount as euros.
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 not more often than every three hours?
UKG Pro recommends it for requesting changes and otherwise returns an error. For a schedule that looks weeks ahead, that is ample.
Do the hours from Dyflexis go back to UKG Pro?
Not in this setup. Usually they go to local payroll; that can be added 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.
- UKG Pro through the Personnel API with a service account, the US-CUSTOMER-API-KEY header and basic authentication. GET /personnel/v1/employee-changes (at least three hours between calls, per_page up to 200, View role on EmployeeExport; employeeNumber, preferredName, firstName, lastName, emailAddress, companyId, workLocation, orgLevel1Code to orgLevel4Code, salaryOrHourly, fullTimeOrPartTime, employeeType, hireDate, dateOfLastHire, terminationDate, isActive) and /personnel/v1/compensation-details (weeklyHours, hourlyPayRate, currencyCode, isSeasonalWorker, isMultipleJob). 429 on too many calls.
- Dyflexis is written through POST /api2/external-employees/{employeeReference} (firstName, lastName, email, employmentStart, employmentEnd, personnelNumber, employerReferenceId, jobDescription) and POST /api2/external-employees/{employeeReference}/contracts (contractReference, office, type, start, end, hours, days, salary, maxHoursPerWeek only for a contract type with an upper limit); upserts with scope external_employees. Offices and contract types through GET /api2/offices and GET /api2/contract-types.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in UKG Pro | Field in Dyflexis | Notes |
|---|---|---|
employeeNumber | employeeReference en personnelNumber | |
preferredName of firstName, lastName | firstName, lastName | |
emailAddress | email | |
weeklyHours (compensation-details) | hours | |
salaryOrHourly + fullTimeOrPartTime | type (Dyflexis-contracttype) | Translation table |
workLocation | office | |
companyId | employerReferenceId | |
dateOfLastHire | employmentStart en contract start | |
terminationDate | employmentEnd en contract end |
Related
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UKG Pro → Active Directory
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UKG Pro → ADP iHCM
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