Summary: This guide is for admins and IT admins who want to connect Speakap with UKG Dimensions. With the integration, employees can view their current work shift, submit Shift Swap requests, accept Shift Swap requests from colleagues, and take Open Shifts, all from inside Speakap.
What the integration does
The UKG Dimensions integration brings your UKG schedule into Speakap. Take ACME Retail, a fictional company that plans all store shifts in UKG Dimensions. With the integration enabled, ACME's store employees open Speakap and:
- See their personal work schedule.
- Submit a Shift Swap request for a future shift.
- Accept a Shift Swap request a colleague has submitted.
- Take an Open Shift that a manager has made available.
What you need before you start
To install the integration, the following credentials are required from your organization and UKG:
- UKG Portal URL
- App key
- Client ID
- Client Secret
- Request Subtype Name
One more thing to know: sharing accounts is not possible in this integration. Every user logs in with their own UKG account.
Step 1: Set the employee visibility period in UKG
For the Shift Swap functionality to work as expected, certain visibility period settings need to be configured in UKG for the Shift Request Subtype linked to the integration (the same subtype you enter in Step 4).
- Log in to your UKG environment as an admin.
- Select Employee Visibility Periods in the menu.
- Review the visibility periods assigned to the Open Shift request subtype you are using for the integration. It needs these settings:
- All home for the employee query.
- Any time and Any date for all date and time columns.
- If that line does not exist, create the visibility period by clicking Add period at the top left.
- Create the new period with the values described in step 3.
Step 2: Configure the app settings in Speakap
In the app settings of the UKG Dimensions integration in Speakap:
- General: Enter the UKG Dimensions Tenant ID and URL.
- Credentials: Enter the UKG Dimensions App Key, Client ID, and Client Secret.
- Shift Swaps: Enable Shift Swaps if you want to use them. If enabled, enter the Request Subtype Name from UKG that governs the settings for Shift Swaps in Speakap.
- Open Shifts: Enable Open Shifts if you want to use them. If enabled, enter the Request Subtype Name from UKG that governs the settings for Open Shifts in Speakap. An admin account (username and password) is also required here, so Speakap can retrieve Open Shifts.
- Hit save.
Step 3: Employees log in
After the app settings are configured, users click UKG in the Speakap menu and log in with their own UKG username and password. The session lasts 2 weeks and is refreshed each time the user is active at least once per 2 weeks, so in practice the user stays logged in.
Once a user logs in, the login button disappears and their personal schedule is shown.
How Shift Swaps work
Shift Swaps must be enabled in the app settings (Step 2). Here is how it works at our fictional ACME Retail:
- An employee opens the UKG integration in Speakap (first tab at the top), clicks the i at a future shift, and chooses to swap that shift with someone eligible to swap with.
- The employee selects the shift they want to swap with.
- The colleague scheduled for the original shift receives a swap request notification.
- All swap requests are shown in the Shift Swaps section (second tab at the top).
- Once approved, both schedules are automatically updated to reflect the swap. If two ACME colleagues swap their Friday and Saturday shifts, both see the change in their schedule right away.
How Open Shifts work
Open Shifts must be enabled in the app settings (Step 2).
- A manager removes a user from the schedule in UKG. This creates an Open Shift.
- Eligible people receive a notification in Speakap and see the Open Shift in the UKG integration (third tab). Which Open Shifts a user sees depends on the settings.
- The user takes the shift in the Open Shifts overview and sees a confirmation if it was successful.
- The schedule is updated automatically. At ACME Retail, a shift a manager opened up on Tuesday morning can be picked up by another store employee within minutes, straight from Speakap.
Still stuck?
Email us at technicalimplementations@speakap.nl with your network name, your UKG Portal URL, and a description of where the setup gets stuck, and we'll help you out.