Importing Employee Data from UKG Pro to Assets

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I'm sure many have faced this scenario.

Sarah (HR): "Morning, Mike! Quick question—is the laptop ready for our new VP of Marketing? She’s in the lobby right now."

Mike (IT): [Chokes on coffee] "The new who? I thought she wasn't starting until the first of the month!"

Sarah: "Oh, right! We moved her start date up last Tuesday. I’m pretty sure I sent you a ping... or maybe a sticky note?"

Mike: "Sarah, I have no ticket, no laptop imaged, and definitely no badge printed. Also, while I have you... did we ever get the iPad back from Dave in Sales?"

Sarah: "Dave? Oh, he left the company two weeks ago. Did nobody tell you?"

Mike: [Stares into the void] "So, Dave still has access to the Email..."



It does sound funny but its painful when it happens in real. This is the crux of my blog. In this article we will focus on importing employee data to UKG Pro.

Why Assets?

Assets is more than just a hardware tracker. When used it can serve as your operational graph that tracks your entire organization’s device assignments and identity access assignments to employees. Unlike static spreadsheets, Assets is dynamic and can be referenced directly into your Jira tickets. Assets can now be searched using Rovo search as well.

Benefits of Storing Employee Data in Assets

First question that will be asked is "Why should your employee directory live inside your IT service management tool?"

• Contextual Support: When an employee raises a request, the agent can immediately see who they are, their department, their manager, and every device assigned to them—without asking a single question.

• Onboarding & Offboarding Automation: Automate hardware provisioning based on role or department. When an employee leaves, you can instantly run a report on all assets assigned to them for recovery.

• Approval Workflows: Map managers to employees in Assets to dynamically route Jira approval requests to the correct supervisor.

• Employee Chat and Self-Service: Understands the user context and looks up employee assignments from Assets.

Defining Your Assets Schema

Before importing data, you need a destination. In Assets, this means defining an Object Schema. To effectively map employee data and its dependencies, you need schema attributes to store data HR applications like UKG Pro:

Schema attributes are illustration purposes only and need to be defined based on customer requirements.

1. The Employee Object

Create an Object Type named Employee (or "People"). This will hold the data imported from UKG Pro.

• Name: Text

• Worker ID: Text (This will be your unique key)

• Email: Text

• Jira User: User (Maps the asset to a Jira account)

• Title: Text

• Manager: Object Reference (Links to another "Employee" object)

• Hire Date: Date

2. The Device Object

Create an Object Type named Hardware (Laptops, Mobiles, etc.).

• Serial Number: Text

• Model: Text

• Assigned To: Object Reference (Links to the Employee object)

3. The Dependency Graph

By using Object Reference attributes, you build a powerful graph:

• Employee → Manager: Creates an organizational hierarchy.

• Device → Employee: Shows exactly who owns what equipment.

This is the critical step, this build the knowledge graph and understanding of the relationship. Now when Assets is combined with the Jira Issue you get the contextual awareness to help support issue resolution quickly.

How to Import Using OnLink

OnLink has native integration to UKG Pro. It handles the API complexity so you can focus on the data.

Step 1: Connection

First, set up your the connection to UKG Pro using API credentials.

• URL: Web Service URL is available in UKG under Menu > System Configuration > Security > Web Services. You'll see many different endpoints, but they likely all share an element such as https://useast1-gateway.ukg.net or https://service4.ultipro.com. Feel free to contact us at support@onwardb.com if you are unsure! Here’s the relevant UKG documentation.

• API Key: Consumer API Key associated with your UKG web service account. The Pro Customer API key which is unique to each Pro HR Tenant and can be found by navigating to System Configuration > Security > Web Services and referring to the value for Customer API Key.

• Username: UKG web service account username

• Password: UKG web service account password

Ref: https://developer.ukg.com/hcm/docs/web-service-account

Step 2: Mapping

OnLink uses a simple configuration format to map UKG API fields to your Assets attributes. Here is a sample configuration to get you started:

key:employeeId=WorkerID
map:firstName=Name
map:emailAddress=JiraUser
map:jobtitle=Title
map:supervisorId=Manager
map:originalHireDate=HireDate
config:data_source=personnel/v1/employee-demographic-details

Breaking down the configuration:

• key:employeeId=WorkerID: This sets the WorkerID attribute in Assets as the unique identifier. OnLink uses this to match and update existing records.

• map:firstName=Name: Maps the firstName field from UKG to the Name attribute in Assets.

• map:emailAddress=JiraUser: This is a powerful feature where OnLink takes the email address from UKG and automatically looks up the corresponding Atlassian User object to link it.

• config:data_source: Specifies the UKG API endpoint, such as personnel/v1/employee-demographic-details. You can use any valid API from the UKG Pro HCM API reference.

Step 3: Filtering and Limits

You can refine your import using configuration flags:

• config:data_limit=2500: Set a limit on the number of records to pull.

• config:filterKey & config:filterValue: Use these to filter records based on specific criteria supported by the UKG API.

Ready to import employee data from UKG Pro into Assets?

Try OnLink today.

Disclaimer: AI is used for formatting, grammar checks and for image generation but all the content in terms of mapping, use cases was put together by a human.