UKG Integration Overview

The UKG employee management integration 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.

UKG Integration Setup and Maintenance

Connecting to UKG

Connecting a UKG integration requires UKG credentials, an API key, and the API subdomain. UKG integrations are connected from the UKG Integration Connection page.

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:

Learn more about the initial manual mapping process.

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.

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.

Locations

UKG locations are mapped to R365 location records.

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.

Jobs

UKG jobs are mapped to R365 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.

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. When data is synced, mapped Restaurant365 employee records are updated with changes from UKG. (See table below)

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.

Employee App Access

When R365 employee records are automatically created through the UKG integration, app access 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. 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 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.