UKG Ready x ALIS Integration Guide

UKG Ready is an all-in-one Human Capital Management (HCM) platform that brings HR, payroll, scheduling, and benefits together in a single database. When connected to ALIS, staff records sync automatically between the two systems. This guide covers how data flows between systems, setup and ongoing use, and who to contact for support.

About UKG Ready Integration

The UKG Ready integration automatically keeps staff records synchronized between UKG Ready and ALIS. All staff hires, terminations, demographic updates, and role assignments flow from UKG Ready into ALIS without requiring duplicate data entry.

This integration is designed to:

• Automatically create and maintain staff profiles in ALIS based on activity in UKG Ready
• Assign the correct ALIS security role based on mapped UKG job codes
• Automatically discharge ALIS staff profiles when employees are terminated in UKG Ready
• Synchronize demographic updates such as email address, phone number, and date of birth
• Reduce duplicate and outdated profiles through ID-based matching
• Preserve ALIS-only profiles, such as outside-agency users and surveyors

This integration is especially valuable for HR teams, corporate administrators, and organizations managing staff across multiple communities.

How the Integration Works

UKG Ready provides staff data to ALIS, but it does not replace ALIS functionality. All integration configuration, role mapping, and security role setup is managed within ALIS. 

System	System Roles
	ALIS manages: Community pairings and integration configuration Role mappings between UKG job codes and ALIS security roles Sync scheduling and monitoring Integration reporting and activity logs
	UKG Ready serves as the source of truth for: Staff hires and rehires Staff terminations Demographic updates Job role and position assignments

Data Flow

Data flows only from UKG Ready → ALIS. Changes made directly in ALIS are never sent back to UKG Ready.

Sync Timing

Initial Sync

The Initial Sync is a one-time full import that runs when a community is first enabled. Historical staff records from UKG Ready are imported into ALIS during this process.

Nightly Sync

After the Initial Sync is complete, the Nightly Sync runs automatically each night. 

The sync includes:

• All active staff records
• Staff records terminated within the previous 3 days

Test Initial Sync

A Test Initial Sync can be run at any time. This preview sync does not create or update records in ALIS.

Test Syncs are commonly used to:

• Identify duplicate profiles
• Validate role mappings
• Review new hires and rehires before go-live
• Confirm community matching

Record Matching and Conflict Handling

When matching staff records between systems, the integration uses the following logic:

1. UKG Staff ID matching
2. Name-based matching (if no Staff ID match exists)

UKG Ready is treated as the source of truth. If conflicting information exists between systems, the UKG Ready value overwrites the ALIS value during the sync. 

Setup Prerequisites

Before beginning the integration enablement process, gather the following:

Lists and Mappings

1. Community Names: A complete list of UKG community names and corresponding ALIS community names.
2. Job Role List: A complete list of UKG job codes needed in ALIS. 
3. Role Mapping: A complete list of ALIS security roles and their mapped UKG role. 

Required Credentials

Enablement Process

To begin setup, contact your Account Manager or the ALIS Integrations Team. They will guide you through the enablement process.

1. Provide Credentials and Mapping Information 

Completed by: Client

Share the following with the ALIS Integrations team:

• Community name pairings (UKG community names matched to their corresponding ALIS community names)
• Job code to security role mappings (every UKG job code that should exist in ALIS, paired with its corresponding ALIS security role)
• Required UKG credentials (API key, username/password, Company ID, and hostname)

2. Backfill UKG Staff IDs 

Completed by: Client user with import access

Import UKG Staff IDs onto existing ALIS staff profiles before the sync runs. This step significantly improves matching accuracy and reduces the likelihood of duplicate profiles.

To import Staff IDs navigate to the Import Center in ALIS and download the Staff Import file. Update the file to include the UKG Staff ID in the staff record number field for each existing profile. 

If you are unsure how to complete this step or do not have import access, the ALIS team can assist.

3. Run a Test Initial Sync 

Completed by: ALIS Integrations Team

The Integrations team runs a Test Sync to preview the impact of the integration before any live updates occur.

The Test Sync helps identify:

• Duplicate profiles
• Rehires
• Unmapped job codes
• Community mismatches
• Name-matching concerns

Test Syncs can be repeated as many times as needed until results are clean.

4. Resolve Identified Issues 

Completed by: Client and ALIS Integrations Team

Any issues identified during testing should be resolved before proceeding. The ALIS Integrations team will communicate findings and work with the client to correct them.

5. Run the Initial Sync 

Completed by: ALIS Integrations Team

Once testing is complete and all issues are resolved, the Initial Sync imports the full historical UKG Ready staff record set into ALIS.

6. Automated Nightly Syncs Begin 

After the Initial Sync completes successfully, Nightly Syncs begin running automatically. No further action is required.

Ongoing Maintenance

After setup is complete, the integration runs automatically. Periodic maintenance is recommended to keep mappings and sync activity accurate.

Job Code Mapping Maintenance

When new job codes are added in UKG Ready, they must also be mapped to ALIS security roles. 

To map: Navigate to App Store > UKG Ready > Mapping tab > Security Roles to add the new mapping. 

⚠️Important: Staff with unmapped job codes will not be created in ALIS until the mapping is added.

New Community Enablement

When adding a new community, contact your Account Manager to coordinate enablement. A new Initial Sync must be completed for that community. 

Before reaching out, gather the following:

• The name of the community exactly as it appears in UKG Ready
• Any additional UKG security used by staff at this community that are not already mapped (if applicable)
• UKG Staff IDs for existing staff at this community (recommended; see Best Practices)

A new Initial Sync must be completed for each newly added community before the Nightly Sync will include it.

Sync Monitoring

Review the integration Activity Log periodically to identify and resolve sync issues early.

To access the Activity Log, navigate to App Store > UKG Ready > Configure Tab, then scroll down to the Activity Log section.

The Activity Log includes a history of all sync activity and can be filtered and exported for review.

If an error is present on a record, click View Details to see additional information about what occurred during that sync attempt. From this view, you can also copy the full payload (a complete record of the data that was sent during the sync) which can be useful when working with the ALIS team to diagnose and resolve an issue.

Community Transfers and Multi-Community Staff

Staff transfers between communities and staff actively working in multiple communities currently require manual review to preserve historical data integrity.

The ALIS Integrations team can assist with these scenarios.

Troubleshooting

Issue: A New UKG Hire Did Not Appear in ALIS

• Likely Cause: The UKG job code is not mapped to an ALIS security role. 
• Resolution: Add the missing role mapping. The staff profile will be created during the next Nightly Sync. 

Issue: Duplicate ALIS Profiles Exist for the Same Staff Member

• Likely Cause: Pre-existing duplicate profiles or conflicting name-based matches.
• Resolution: Review the Test Sync results, clean up the outdated profile in ALIS, and rerun the sync if needed. Note that the integration prevents multiple UKG records from mapping to the same ALIS profile.

Issue: A Staff Member’s Preferred Name Does Not Match Their Legal Name

Example: “Bob” in ALIS and “Robert” in UKG Ready.

• Likely Cause: Name-based matching cannot reliably identify nicknames or spelling variations.
• Resolution: Backfill the UKG Staff ID onto the ALIS profile to ensure ID-based matching is used instead.

Issue: A Community Did Not Sync

• Likely Cause: The UKG community name does not match the configured mapping.
• Resolution: Copy the exact community name directly from the UKG export and rerun the Test Sync.

Issue: Staff Roles Did Not Update After a Position Change

• Likely Cause: Automatic role updates are not enabled for the community.
• Resolution: Confirm that role-update syncing is enabled in ALIS for the affected community.

FAQs

Will the integration update outside-agency users or surveyor profiles?

No. The integration only updates staff profiles associated with matching UKG Ready records. ALIS-only profiles are not affected.

Can data be pushed from ALIS back into UKG Ready?

No. The integration is one-way only. Changes made in ALIS are never sent back to UKG Ready.

What happens when a staff member is terminated in UKG Ready?

Their corresponding ALIS profile is automatically discharged during the next Nightly Sync. Terminated staff remain in the sync window for 3 days to ensure the termination is processed successfully.

Can a Test Sync be run after go-live?

Yes. Test Syncs can be run at any time to preview changes before enabling new communities or updating mappings.

What if duplicate or outdated records exist in UKG Ready?

The Test Sync helps identify duplicate or stale records before they affect live data. Cleaning up these records before the Initial Sync is strongly recommended.

Best Practices

• Backfill UKG Staff IDs onto existing ALIS profiles before the Initial Sync whenever possible.
• Always run a Test Sync before go-live.
• Review all “new” and “rehired” records carefully during testing period.
• Provide the complete job-code list during implementation.
• Update role mappings proactively as new job codes are added.
• Coordinate community rollouts carefully, especially for legacy environments.

For more assistance: 888.404.ALIS (2547)  |  support@go-alis.com