TeleStaff Integrations

Introduction to the types of TeleStaff integrations; summary of configuration steps.

The integrations between UKG Pro Workforce Management and TeleStaff provide a unified schedule-to-pay system that exchanges data as follows:

  1. Export business structure — jobs and work locations — to TeleStaff to identify cost centers for payroll. Rules in TeleStaff define where people can work.
  2. Export skills and certifications definitions to TeleStaff.
  3. Export people records for employees who have a TeleStaff license in order to schedule them in TeleStaff.
  4. Import schedule information from TeleStaff for payroll calculations.
  5. By way of API calls, export accruals balances to TeleStaff to identify if an employee has sufficient accruals for time-off requests, and import changes in order to update accruals balances.

Types of TeleStaff integrations

Business Structure Export

UKG Pro Workforce Management is the system of record for business structure.

This integration exports a business structure — locations, and generic and assigned jobs — and maps it to organization structure levels and ranks in TeleStaff, directly by way of APIs and not with flat files.

A business structure defines the organizational hierarchy of locations and jobs that people work.

Note: Normally, this is the first integration to run because other integrations require that the business structure be in place before they can be run.

Example business structure mapping to organization structure

Example mapping of business structure to organization structure

UKG Pro Workforce Management business structure

Maps to TeleStaff organization structure

TeleStaff organization structure levels

Example locations

Company

no

n/a

City of ABC

Institution

Institution

Level 1

ABC Fire

Agency

Agency

Level 2

ABC Fire Agency

Battalion

Region

Level 3

Battalion One

Station

Station

Level 4

Station One

Unit

Unit

Level 5

Engine One

These mappings are examples; you can name the locations and location types as needed in either system.

If you rename business levels, the hierarchy does not change. Example: Level 1 is always the top-most level.

If nodes are missing from the business structure, TeleStaff creates nodes to fill the gaps.

This integration uses a cross-reference table to map the business structure to the organization structure in TeleStaff, and it updates TeleStaff with effective-dated changes to business structure including locations, and generic and assigned jobs. In addition to synchronizing hierarchical data between systems, this integration preserves the familiar names of organizational levels in TeleStaff.​

Skills and Certifications Export

UKG Pro Workforce Management is the system of record for skills and certifications definitions. This integration pack exports these definitions to TeleStaff by way of APIs and not with flat files.

People Export

UKG Pro Workforce Management is the system of record for person records that include people information and attributes such as badge ID, seniority, base wage, skills, or certifications.

This integration exports people records to TeleStaff directly by way of APIs and not with flat files. Before you run this integration, you must run the Business Structure and Skills and Certifications export integrations.


Telestaff Person Export overview

Schedule Import

TeleStaff is the system of record for schedules and time off (non-working time).

This is an API-based integration pack that imports schedule data from TeleStaff; it contains two integrations that translate schedules to pay:

  • Schedule Batch integration imports schedules for multiple employees or multiple dates. Typically, you run this integration weekly or daily to synchronize the systems and time clocks. Use Task Manager in TeleStaff to run the integration on demand or on a schedule.
  • Schedule integration imports working time changes to update the timecard, and non-working time changes to update accrual balances, for one employee at a time over short time periods of one calendar day. Imports are completed quickly and in near real-time in response to transactions or events in TeleStaff. These events include shift trades, swaps, time-off, back fill, or extra duty.

Schedule Export overview

Accruals Balances

UKG Pro Workforce Management is the system of record for accruals balances. When employees request time off in TeleStaff, accruals balances are not imported but are validated by the UKG Pro Workforce Management accrual policy business rules. After approval, any changes to accruals must be imported from TeleStaff so that the balances remain updated.

Accruals balances are not exchanged with TeleStaff by way of an integration but instead by way of API calls.

How to set up TeleStaff integrations

To set up schedule-to-pay between UKG Pro Workforce Management and TeleStaff requires the completion of tasks by UKG and tasks by the customer.

The UKG Cloud team completes the following provisioning tasks to unify UKG Pro Workforce Management and TeleStaff:

  • Deploy the following integration packs to the account for the UKG Pro Workforce Management tenant:
    • TeleStaff Business Structure Export
    • TeleStaff Skills Certification Export
    • TeleStaff People Export
    • TeleStaff Schedule Batch Import
    • TeleStaff Schedule Import
    • TeleStaff Navigation
  • Configure the Connection Settings for each of these integration packs.
  • Configure the TeleStaff Navigation integration.
  • Create two system user accounts ( TSGUser1 and TSGUser2) that make API calls from TeleStaff. These accounts must have all access rights that are needed in the unified environment. The two accounts allow UKG Pro Workforce Management to rotate passwords.
  • Populate the following UKG Pro Workforce Management credentials in TeleStaff Setup > System > Import Manager > Integrations:
    • Account Username: Do not change this username; otherwise the integrations fail.
    • Account Password: Do not change this password; otherwise the integrations fail.
    • Vanity URL
    • Client ID
    • Client Secret Key
    • API Key

Once the provisioning tasks are completed, you can complete the following tasks:

  1. Configure UKG Pro Workforce Management for TeleStaff Integrations
  2. Configure TeleStaff for Integrations
  3. Configure the integration packs by referring to the relevant topic:
    1. Configure the TeleStaff Business Structure Export Integration
    2. Configure the TeleStaff Skills and Certifications Export Integration
    3. Configure the TeleStaff People Export Integration
    4. Configure the TeleStaff Schedule Import Integration: By batch and triggered by events
  4. Install TeleStaff Integration Processes
  5. (Optional) Configure Integration List Parameters
  6. Run and Test TeleStaff Integrations
  7. Manage Integration Properties