--- title: "UKG Integration Overview" slug: "ukg-integration-overview" description: "UKG HR integration with R365: supported employee data sync and configuration overview." updated: 2026-01-20T19:07:26Z published: 2026-01-20T19:07:26Z canonical: "docs.restaurant365.com/ukg-integration-overview" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # UKG Integration Overview The **UKG** [employee management integration](/doc/docs/overview-style-guide) syncs employee data between UKG and Restaurant365. Employee records in Restaurant365 are created and updated using job and location data managed in UKG. Before employee data can be synced, legal entities, locations, and jobs must be mapped between UKG and Restaurant365. In UKG, locations and jobs are identified through cost center configuration. > This article covers UKG-specific integration behavior. General concepts such as manual vs automatic sync and overall integration setup are documented in the [Employee HR Management Integrations Overview](/doc/docs/employee-hr-management-integrations-overview). --- ## UKG Integration Setup and Maintenance ****Connecting to UKG**** [Connecting a UKG integration](/doc/docs/connect-a-ukg-integration) requires UKG credentials, an API key, and the API subdomain. UKG integrations are connected from the [UKG Integration Connection page](/doc/docs/hr-management-integration-connection-page). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-96AE8BPG.png?sv=2026-02-06&spr=https&st=2026-10-29T01%3A17%3A51Z&se=2026-10-29T02%3A17%3A51Z&sr=c&sp=r&sig=fRJWZAkAHwqkvQgyTaD%2BuyMk7MJxAHtI3dO%2BjMDJV9E%3D) > [!NOTE] > The API Subdomain can be found in the UKG portal from Menu > System Configuration > Security > Web Services. > > Common subdomains include: > > - service2 > - service3 > - service5 ****Initial Mapping**** The UKG integration requires record mappings to be completed in the following order: 1. [Legal Entities and Companies](/doc/docs/map-legal-entities-hr-management-integration) 2. [Locations](/doc/docs/map-locations-rh-management-integration) 3. [Jobs](/doc/docs/map-jobs-hr-management-integration) and [Employees](/doc/docs/map-employees-hr-management-integration) Learn more about the [initial manual mapping process](/doc/docs/initial-mapping-employee-hr-management-integrations). > UKG **locations** and **jobs** are identified based on the **UKG companies** selected during **legal entity mapping**. This selection determines which locations and jobs are available to map in R365. ****Ongoing Maintenance**** After initial mapping, automatic sync handles most ongoing updates as UKG data changes. Periodic review is recommended to ensure employee and job data remains accurate, and manual mapping remains available when locations, jobs, or employees need to be updated. Learn more about [maintaining an employee HR management integration](/doc/docs/maintaining-employee-hr-management-integrations). --- ## UKG → R365 Data Sync ****UKG Companies and R365 Legal Entities**** UKG companies can be mapped to R365 legal entity records or location reporting categories. For optimal results, it is recommended to map **UKG companies** to **R365 legal entities**. Not all UKG companies or R365 legal entities need to be mapped. Only mapped R365 legal entities (or location reporting categories) will sync locations, jobs, and employees. Learn more about [mapping legal entities](/doc/docs/map-legal-entities-hr-management-integration). ****Locations**** UKG locations are mapped to R365 [location records](/doc/docs/legal-entities-location-record). Not all UKG locations or R365 locations need to be mapped. Only mapped R365 locations will sync jobs and employees. Learn more about [mapping locations](/doc/docs/map-legal-entities-hr-management-integration). ****Jobs**** UKG jobs are mapped to R365 [job records](/doc/docs/job-records). Jobs in both systems are location-specific. Locations must be mapped before jobs can be mapped. **Job mapping restrictions:** - UKG jobs can only be mapped to Restaurant365 jobs associated with the same mapped location. - Each UKG job is mapped to a single Restaurant365 job. - A Restaurant365 job can be mapped to multiple UKG jobs. Learn more about [mapping jobs](/doc/docs/map-jobs-hr-management-integration). **Job sync details:** - Job **auto-matching** is based on job code and job name. - Job **codes** are updated on mapped Restaurant365 job records. - Job **titles** are not updated during sync. ****Employees**** UKG employees are mapped to [R365 employee records](/doc/docs/employee-record). When data is synced, mapped Restaurant365 employee records are updated with changes from UKG. ([See table below](/doc/docs/clone-alliancehcm-integration-overview#employee-data-fields)) When automatic sync is enabled, new employee records are created in Restaurant365 for UKG employees that do not already have a matching record. Employees are matched based on: - Payroll ID - First + Last Name Blank Payroll IDs do not auto-match. Learn more about [mapping employees](/doc/docs/map-employees-hr-management-integration). ****Employee App Access**** When R365 employee records are automatically created through the UKG integration, [app access](/doc/docs/employee-app-access2) is automatically enabled. ### Employee Data Fields | UKG Data | Required to Create Employee | Updated on Sync | Notes | | --- | --- | --- | --- | | First Name | **Yes** | No | Stored on creation only; not updated on sync. | | Last Name | **Yes** | No | Stored on creation only; not updated on sync. | | Locations | **Yes** | **Yes** | All locations associated with an employee in UKG are added to the [R365 employee record](/doc/docs/employee-record). If a location is removed from the UKG employee, it will be removed from the R365 employee record. | | Primary Location | **Yes** | **Yes** | | | Email Address | **Yes** | **Yes** | Email addresses are set based on the data provided by UKG. The employee’s email address in UKG is brought into R365 as the employee’s email address. If the email address is not available, the employee’s alternate email from UKG is brought in. If an employee does not have an email address, there will be an error on the sync and the employee will not be created in R365. If an email address is added to the employee in UKG, the following sync should result in employee creation. | | SSN | **Yes** | No | Brought into R365 as the employee’s Payroll ID. | | Active Status | **Yes** | **Yes** | Only records that are **active in UKG** are synced to R365. - If a mapped employee’s status changes from **active to inactive** in UKG, that employee will be **inactivated** in R365. - If a mapped employee’s status changes from **inactive to active** in UKG, that employee will be **reactivated** in R365; however, [app access](/doc/docs/employee-app-access) will **not** be automatically reinstated. | | Termination Date | No | **Yes** | | | Jobs | **Yes** | **Yes** | All jobs associated with an employee in UKG which have been mapped to corresponding R365 job are added to the R365 employee record. If a job is removed from the UKG employee, it will be removed from the R365 employee record. | | Birthday | **Yes** | No | Stored on creation only; not updated on sync. | > Employees **must have an email address in UKG** to be created in R365. If the primary email is blank, the alternate email will be used. If both fields are blank, the employee will not be created until an email address is added in UKG.