HR to ERP
UKG Pro to Exact Online integration: the Dutch company from UKG Pro compared with Exact every day
With an integration between UKG Pro and Exact Online, KoppelHet compares the employees of the Dutch company in UKG Pro with the employees in Exact, on employee number, name, cost centre, manager and dates. Exact Online only lets an integration read employees, so new employees, rehires and leavers go on a worklist for the administrator, and KoppelHet creates missing cost centres itself.
What the integration does
Organisations with a US or international HR system in UKG Pro and a Dutch office that keeps its books and hours in Exact Online often only hear about a new colleague when they cannot enter hours. Leavers stay active in Exact, because nobody tells the administrator in time that they have gone.
- HR updates the employee in UKG Pro, as always.
- Every three hours KoppelHet fetches the changes and keeps only the Dutch company.
- KoppelHet compares every field with the previous state and with Exact.
- KoppelHet creates a missing cost centre in Exact; new employees, rehires and leavers go on the worklist.
- After processing in Exact the line disappears at the next comparison.
What to watch for with UKG Pro and Exact Online
- UKG Pro lets you request the list of changed employees at most eight times a day, with at least three hours in between. Exact counts calls per division. KoppelHet fetches the UKG changes at that rhythm and only asks Exact about employees of the Dutch company.
- UKG Pro has four organisation levels whose meaning differs per organisation. At the start we record which level is the cost centre. If that code does not yet exist in Exact, KoppelHet creates it, with a description from a table finance maintains, because UKG only delivers the code in the change list.
- In Exact a manager must be a user in the same division and may not be a subordinate of the employee. The manager in UKG Pro often works in the United States. KoppelHet then adds a note to the worklist, so the administrator picks a Dutch approver.
- For a rehire UKG Pro keeps the first hire date and a date of last hire. KoppelHet recognises the rehire by employee number and notes on the worklist that the existing employee in Exact gets a new start date.
- Exact only returns address and other personal data of employees to users with roles such as View personal information. The comparison only uses code, name, work email, dates and manager. KoppelHet's Exact user therefore does not get those roles.
- An employee anonymised in Exact is still there, but without recognisable data. KoppelHet skips anonymised employees in the comparison, so a former employee from UKG Pro does not keep returning to the worklist as a difference.
- UKG Pro reports that an employee changed, but not which field. Only a few fields matter for Exact. KoppelHet compares with the previous state, so a new phone number or home address does not produce a line on the worklist.
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 a worklist and not automatic entry in Exact?
Exact Online's REST API has no write action for employees. KoppelHet prepares everything and then checks that Exact matches UKG Pro.
Is three hours not too slow?
For a worklist in Exact it is more than enough. UKG Pro does not allow the change list more often.
Is pay data included?
No. Exact gets no pay from UKG Pro. Name, dates, cost centre and manager are enough.
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 and the US-Customer-Api-Key. GET /personnel/v1/employee-changes with startDate and endDate (at most eight times a day, at least three hours apart, per_page up to 200; 429 when exceeded) with employeeNumber, companyId, countryCode, emailAddress, orgLevel1Code to orgLevel4Code, supervisorId, hireDate, dateOfLastHire and terminationDate. No indication of which field changed.
- Exact Online through the REST API with OAuth, per division. payroll/Employees GET only (Code, BusinessEmail, StartDate, EndDate, Manager in the same division, IsAnonymised; personal data only with the right roles). hrm/Costcenters with POST (Code and Description mandatory). API limits per minute and per day per division.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in UKG Pro | Field in Exact Online | Notes |
|---|---|---|
companyId en countryCode | Division | Dutch company only |
employeeNumber | Employees.Code (vergelijking) | |
firstName, lastName | Employees.FirstName en LastName (vergelijking) | |
emailAddress | Employees.BusinessEmail (vergelijking) | |
orgLevel1Code tot orgLevel4Code | Costcenters.Code | Which level is the cost centre, per customer |
supervisorId | Employees.Manager (vergelijking) | |
hireDate, dateOfLastHire en terminationDate | Employees.StartDate en EndDate (vergelijking) |
Related
Recruitee → UKG Pro
Recruitee to UKG Pro integration: European hires through the Global New Hire service in UKG Pro
Teamtailor → UKG Pro
Teamtailor to UKG Pro integration: European hires as global new hires
UKG Pro → Active Directory
UKG Pro to Active Directory integration: domain accounts for the Dutch branch
UKG Pro → ADP iHCM
UKG Pro to ADP iHCM integration: salary and terminations of the Dutch pay group to ADP