This integration allows users to view their current work shift in UKG Dimensions, submit Shift Swap requests and also accept Shift Swap requests their colleagues have submitted.
In order to install this integration the following credentials are required from the customer/UKG:
- UKG Portal URL
- App key
- Client ID
- Client Secret
- Request Subtype Name
Once the integration has been installed you need to log in with a UKG account. The details you need to test all of this are listed below. Unfortunately it is not possible to share accounts in this integration, everyone needs their own test account. Please do not use the SeanIvan account, reach out to the TI team or Fred and they will give you access.
In order for the Shift Swap functionality to work as expected in this integration, certain visibility period settings need to be configured in UKG for the Shift request Subtype linked with the integration (as outlined in Step 3).
The steps involved in setting this are:
- Login as an admin to your UKG environment
- Select "Employee Visibility Periods" in the menu
- Review the visibility periods assigned for the Open shift you are using for the integration, it needs to have the following settings (as shown in the “Open Shift Request” example below):
- "All home" for employee query
- "Any time" and "Any date" for all date/time columns - If that line does not exist, create said visibility period by clicking on "Add period" on the top left:
- Create new period with values as described in step 3.
Admin setup
In the app settings, you need to insert the UKG Dimensions Tenant ID and url.
In the app settings, you need to insert the UKG Dimensions App Key, Client ID and Secret
In the app settings, you can enable Shift Swaps and if enabled, insert the Request Subtype Name from UKG mandating the settings for Shift Swaps in Speakap.
In the app settings, you can enable Open Shifts and if enabled, insert the Request Subtype Name from UKG mandating the settings for Open Shifts in Speakap. Also an Admin account (username and password) is required for Speakap to retrieve Open Shifts. 
After configuring the app settings, the User can click on UKG in the Speakap Menu after which he/she can login. Insert Username and Password. The session will be 2 weeks and will be refreshed if the User is active at least once per 2 weeks. The user stays logged in.
Once the user logs in, the login button is removed and the personal schedule is shown:
In the app settings, Shift Swaps need to be enabled. The User can click on the ‘i’ at a future Shift in the UKG integration (1st tab on top), and Swap this Shift with someone eligible to swap with.
User can select the shift to swap with:
The scheduled employee of the original shift receives a swap request notification.
All swap requests are shown in Shift Swaps section (2nd tab on top).
Once approved, the schedule is updated to reflect this Shift.
Swap User 1 (Friday and Saturday swapped):
User 2 (Friday and Saturday swapped):
In the app settings, Open Shifts need to be enabled. The Manager removes a User from the schedule in UKG, which creates an Open Shift. Eligible people will receive a notification in Speakap and will see the Open Shifts in the UKG integration in Speakap (3rd tab). In this overview they can ‘take’ a shift.
Open shifts available to the user (based on the settings) are shown in the Open shifts section in Speakap.
User ‘takes’ an open shift and will see a confirmation if successful. The schedule will automatically be updated.
Schedule before the shift was taken by the User:
Schedule after shift taken:
If you have questions about this guide, please reach out to your Customer Success Manager or support@speakap.com.