UKG Pro Mobile App
From the UKG Pro mobile app, you can access Human Capital Management (HCM) features, Workforce Management (WFM) features, and UKG Talk features.
The UKG Pro mobile app provides convenient access to all HR, pay, and work needs. It also has tools to drive communication and collaboration with an intuitive experience designed to naturally foster employee engagement.
An administrator must enable the UKG Pro mobile app and configure the mobile app access rights in UKG Pro web.
For information on the employee experience, refer to UKG Mobile Apps for Employees.
Note As of October 2023, a new UKG Pro mobile app is available. The new UKG Pro mobile app replaces the following legacy apps: the previous UKG Pro mobile app (now named "UKG Pro Classic"), the UKG Dimensions mobile app, and the UKG Talk mobile app. These legacy mobile apps will be retired 2024.
Enable the UKG Pro Mobile App
System administrators must enable the UKG Promobile app.
Important A system administrator must enable the new UKG Pro mobile app to replace legacy mobile apps: the previous UKG Pro mobile app (now named "UKG Pro Classic"), the UKG Dimensions mobile app, and the UKG Talk mobile app. Administrators can configure access to the UKG Pro Classic mobile app, access to the new UKG Pro mobile app, and new app notifications in the legacy mobile apps.
Once enabled, the Mobile App Access page displays in role administration. System Administrators can then configure mobile app access rights by role.
Navigation:Menu > System Configuration > System Settings > Mobile App and Chat Integrations
![UKG Mobile Apps for Administrators (1) UKG Mobile Apps for Administrators (1)](https://i0.wp.com/library.ukg.com/docs/en-us/UKG_Pro/System_Mgmt/Mobile_App/Mobile_App_Administrators/images/NewMobileAppChatIntegrationsSettingsPage.png)
- From the Mobile App and Chat Integrations page, select Edit.
- Configure the following mobile app settings:
- Enable Classic Mobile App
ON: Employees can log into the UKG Pro Classic mobile app
OFF: Employees cannot log into the UKG Pro Classic mobile app
Enable New Mobile App
ON: Employees can log into the new UKG Pro mobile app
OFF: Employees cannot log into the new UKG Pro mobile app
Enable Notifications for New Mobile App
ON: A message appears in legacy apps (UKG Pro Classic mobile app, UKG Dimensions mobile app, UKG Talk mobile app) instructing employees to download the new UKG Pro mobile app
OFF: A message does not appear in legacy apps instructing employees to download the new UKG Pro mobile app
- Enable Classic Mobile App
- At the Company Access Code field, enter a 5–15 character code that employees will use to install the mobile app. This company access code will be unique to your organization. The company access code:
- Is created by your organization. UKG does not provide the company access code.
- Cannot be changed once it is saved. If your company has a test environment, you can enable the mobile app for that environment, but do not use the company access code you want to use in production because the code is unique and cannot be changed. For example, if you want the “Acme” company access code for your production environment, then use “AcmeTest” for the test environment.
- Does not need to be a combination of letters and/or numbers.
- Is not case-sensitive.
- Should be an easy word for your employees to remember. For example, your company name.
- At the Show Installation Instructions field, toggle ON to display UKG Promobile app installation instructions on the UKG Pro home page. If enabled, all users will see the Company Access Code and link to installation instructions on the UKG Pro home page.
Important
While you are testing your mobile app access rights configuration, at the Show Installation Instructions field, toggle OFF to ensure that all employees do not view installation instructions and attempt to download the mobile app during testing.
- Select Save.
Configure UKG Pro Mobile App Access Rights
Configure mobile app access rights for employees assigned to a selected role on the Mobile App Access Rights page.
Initially, all the UKG Pro areas/elements are collapsed and the associated access rights are disabled. Access rights can be assigned to an entire area (and inherited by all elements within the area) or assigned individually to selected elements within an area. When selected elements in a UKG Pro area have different access rights than others in the same area, the corresponding rights for the high-level area are shown to be partially enabled.
The available access rights include Add, View, Edit, Delete, and Execute. Assigned access rights for the elements are indicated with icons on the Mobile Access Rights page:
- Green check marks indicate rights that are enabled.
- Unchecked boxes indicate rights that are disabled.
- Checkboxes with yellow tick marks indicate rights that are partially enabled.
![UKG Mobile Apps for Administrators (3) UKG Mobile Apps for Administrators (3)](https://i0.wp.com/library.ukg.com/docs/en-us/UKG_Pro/System_Mgmt/Mobile_App/Mobile_App_Administrators/images/MblMobileAppAccessRights_56409.png)
Important
Mobile app access rights work differently than web access rights in that they are aggregated.
- Access to the mobile app: If a user has multiple roles assigned to them and one role has access to themobile app and another does not, the user will have access to themobile app.
- For example, if access to the mobile app is only available for a user’s Manager role and not for the Employee role, then managers who have both roles assigned will have access to the mobile app.
- Access within the mobile app: If a user has multiple roles and one role has limited access to features in the mobile app while the other has full access to the mobile app, the user will have full access to the mobile app.
- For example, if a user is assigned to both the employee and manager roles and View access right is enabled for Pay for the employee role and disabled for the manager role, the user will still be able to view Pay. If the user is only assigned to the manager role, that user would not be able to view Pay in the mobile app.
Navigation:Menu > System Configuration > Security > Role Administration
- From the Role Administration page, identify the roles that need access to the mobile app.
- To edit an existing role, in the Description column, select the appropriate role link. The Description / Role Types page appears.
- Select the Mobile Access Rights tab. The Mobile Access Rights page appears with all elements collapsed.
- From the Mobile Access Rights page, expand the areas to view the current access rights settings for the associated elements.
- Enable the mobile app features by checking the applicable Add, View, Edit, Delete, or Execute columns. To enable individual pages, expand each subsection, as needed.
- Check the Add box to enable add rights.
- Check the View box to enable view-only rights.
- Check the Edit box to enable viewing and editing rights.
- Check the Delete box to enable delete rights.
- Check the Execute box to enable execute rights.
- Uncheck any box to disable the assigned access rights.
- Select Save. The Role Administration page appears.
- Enable mobile app access rights for additional roles, as needed.
Important Confirm that all mobile app access rights for each role are configured correctly before moving the Show Installation Instructions field slider button to ON. This ensures that employees do not view installation instructions and attempt to download the mobile app before the configuration has been fully tested.
Configure Mobile Features in UKG Pro WFM Web
Only enabled UKG Pro WFM mobile app features appear in the UKG Pro mobile app.
Note For more information, refer to the following resources:
UKG Pro WFM mobile app features
Enabling features in the app (UKG Pro WFM Online Help)
Functional Access Profiles
Function Access Profiles (video)
User requirements for offline access and usage(UKG Pro WFM Online Help)
Manage Timecards Tile (job aid)
Punch tile(UKG Pro WFM Online Help)
Geofencing
Geofence setup and usage(UKG Pro WFM Online Help)
QR Codes
QR Codes (UKG Pro WFM Online Help)
Punch Mapping
Viewing Information on a map (UKG Pro WFM Online Help)
Review the following table for information about UKG Pro WFM mobile configuration, including relevant UKG Pro WFM Online Help topics.
Feature | UKG Pro WFM Configuration | Relevant UKG Pro WFM Online Help topics |
---|---|---|
Punch and Timecard |
| |
Calendar |
| Administration > Application Setup > Access Profiles > Employee |
Schedule |
| Administration > Mobile App > Access the system through the app |
Notifications |
| Administration > Mobile App > Notifications in the app |
QR Codes |
| Administration > Application Setup > Common Setup > QR Codes |
UKG Pro Mobile App Features
The UKG Pro mobile app supports the following features.
UKG Pro Mobile App Features for Employees
Important This list includes all mobile app features, but a system administrator determines which features are available for each organization. The features in the UKG Pro mobile app may be different from the features in UKG Pro web.
Profile
View and edit personal information
Add, view, edit, or delete alternate phone numbers
View employment information, salary, and job history
View, add, edit, and remove emergency contacts
View, update, and remove employee photo
Add, view, edit, or delete name pronunciation
View, add, edit, and remove licenses and certifications
- Company Information
View directory, organization chart, and news & information
Pay
View pay statements and generate pay statement PDFs
Access Model My Pay
View, add, edit, inactivate, and remove direct deposit accounts
View Filing Forms (Form W-2)/Year End Slips (T4) and generate PDFs
View and add Withholding Forms (Form W-4)/Personal Tax Credits (TD1)
View third party pay data and generate a PDF of a third party pay statement
Development & Feedback
View and update goals
View competencies and update competency notes
View, add, edit, and delete notes
Benefits
View benefits
View and edit retirement plans
Giving
View available Giving campaigns
View year-to-date (YTD) contributions
Performance Development
View and update 1:1 meetings
View feedback about me
Workforce Continuity
Complete Workforce Continuity forms
Document Upload
Upload a JPEG or take a picture
Knowledge Base
Submit forms
Update and manage submitted forms
Add and preview attachments
Use supporting links to articles in the Knowledge Base
UKG Talk
Activity feed
Groups
Assigned tasks
Direct Messages
Interactive apps and events
Time Clock
Punch in or out
Transfer punch
View punch and transfer details
Timesheets
View timesheet details
Add, copy, and submit timesheets
Add, edit, and delete punches
Add, edit, and delete labor metrics
Add and edit time codes
Add notes
Time Off
Request time off
Cancel a time off request
View time off history
View balances
Schedule
View schedule
View My Team's Schedule
View or acknowledge schedule
Request schedule change
View change requests
View total scheduled hours
View coworker schedule
View shift details
Availability
Add availability
Calendar
View calendar
View and cancel time off requests
Request open shift
Timecard
View timecard
Punch Mapping
Note If your organization uses the UKG Ready mobile app, the time shortcuts (such as Time Clock and Timesheets) open the corresponding page in the UKG Ready mobile app or the UKG Ready website.
Note If your organization uses the UKG Learning mobile app, the learning shortcut opens the UKG Learning mobile app.
UKG Pro Mobile App Features for Managers and Administrators
Employee Profile
View and edit employee personal information, including name, address, and phone number
Add, view, and edit employee emergency contact information
Add, view, edit, and delete employee photo
View and edit employee employment and salary information:
Employee job and organization details
Employee job and salary
Employee salary
Employee termination
View employee job history and status history, including job and salary details
Add, view, edit, and delete employee licenses and certifications
Add, view, edit, or delete employee alternate phone numbers
Goals
View goals and goal details
Add percentage complete
Add goal notes
Competencies
View goals and goal details
Add percentage complete
Add goal notes
Notes
Add, view, edit, and delete general notes
Team Goals
View team goals
Add, view, edit, and delete team goal notes
UKG Talk
Team Timesheets
View, copy, edit, and approve timesheets
View team timesheet total hours
View labor metric summary details
View and edit shifts
Add notes
Time Off
View, approve, and deny time off requests
View time off request details
View approved time off requests
Team Schedule
View and copy schedules
Apply schedule templates
Add, edit, and delete shifts
View, approve, and deny change requests
View approved change requests
Publish or unpublish schedule
Team Timecard
View, edit, and approve employee timecards
View and edit employee punches
View, edit, and delete employee shifts
View, edit, and manage employee schedules
Usage Insights (Administrators Only)
UKG Pro Mobile App Time Features by Solution
The Time features available in the UKG Pro mobile app vary based on your Time solution.
UKG Pro Workforce Management (UKG Dimensions)
Note Configuration is required in UKG Dimensions web and UKG Pro web to enable access to the mobile app integration.
For Employees
Time Clock
Punch in or out
Transfer a punch
Time Off
Request time off
Calendar
View calendar
View time off requests
Cancel time off requests
Request open shift
Schedule
View schedule
Timecard
View timecard
For Managers and Administrators
Team Timecard
View, edit, and approve employee timecards
View and edit employee punches
View, edit, and delete employee shifts
View, edit, and manage employee schedules
Switch Roles
UKG Pro Time and Attendance
For Employees
Time Clock
Punch in or out
Perform a transfer punch
View punch and transfer details
Timesheets
View timesheet details
Add and submit timesheets (determined by access rights)
Time Off
Request time off
View time off history
View balances
Schedule
View My Schedule
View My Team's Schedule
For Managers and Administrators
Team Timesheets
View, edit, or approve timesheets
Time Off
View, approve, or deny time off requests
View time off request details
View approved time off requests
Schedule
View My Schedule
View My Team's Schedule (determined by permissions)
UKG Pro Time Management
For Employees
Time Clock
Punch in or out
Perform a Transfer Punch
View punch and transfer details
Timesheets
View timesheet details
Add and submit timesheets
Time Off
Request time off
Cancel a time off request
View time off history
View balances
For Managers and Administrators
Team Timesheets
View, edit, or approve timesheets
Time Off
View, approve, or deny time off requests
View time off request details
View approved time off requests
UKG Pro Workforce Management Classic
For Employees
Time Clock
Punch in or out
Perform a transfer punch
View punch and transfer details
Timesheets
View timesheet details
Add, copy, or submit timesheets
Add, edit, or delete punches
Add, edit, or delete labor metrics
Add or edit time codesAdd notes
Time Off
Request time off
View time off history
View balances
Schedule
View or acknowledge schedule
Request schedule change
View change requests
View total scheduled hours
View coworker scheduleView shift details
Availability
Add availability
For Managers and Administrators
Team Timesheets
View, copy, edit, or approve timesheets
View team timesheet total hours and labor metric summary details
View or edit shifts
Add notes
Team Time Off
View, approve, or deny time off requests
View time off request details
View approved time off requests
Team Schedule
View or copy schedules
Apply schedule templates
Create, edit, or delete shifts
View, approve, or deny change requests
View approved change requests
Publish or unpublish schedule
Activate Employee Photos on the UKG Pro Mobile App
When the Employee Photo Management feature for the mobile app is activated, all employee role types with permission can add, edit, or delete photos on the mobile app.
The image requirements for employee photos are the same in both the mobile app and UKG Pro. Any changes made to employee photos on the mobile app also appear in UKG Pro web.
To activate the Employee Photo Upload feature, a system administrator must complete these tasks:
- Enable the feature in the Employee Settings.
- Navigation: Menu > System Configuration > System Settings > Employee
- From the Employee Settings page, select Edit.
- In the Employee Photo section, select the check box for Enable employee photo upload and display.
- Select Save.
- Enable the Add/Change Employee Photo and Delete Employee business processes.
- Navigation: Menu > System Configuration > Workflow Administration > Business Processes
- From the Business Processes page, enable the Add/Change Employee Photo and Delete Employee Photo business processes for Manager, Employee, and Administrator, as applicable.
- Optionally, enable workflow approvals. Workflow approvals are not required, but are recommended.
Note The Add/Change Employee Photo and Delete Employee business processes for Employee only apply to the mobile app.
- Enable Employee Photo Management Mobile Access Rights (Menu > System Configuration > Security > Role Administration > select a role > mobile app Access Rights).
- Employee Access Rights Navigation: Myself > Employee Photo Management
- Manager Access Rights Navigation: My Team - As Manager > Employee Photo Management
- Administrator Access Rights Navigation: My Team - As Employee Admin > Employee Photo Management
- From the mobile app Access Rights page, select the check boxes for Add, Edit, and Delete, as applicable.
Customize the UKG Pro Mobile App Instructions
The Mobile App Sign In Instructions that display for your employees can be customized. Employees access the Mobile App Instructions page by selecting the View Instructions link that displays on the UKG Pro home page Mobile App gadget.
![UKG Mobile Apps for Administrators (4) UKG Mobile Apps for Administrators (4)](https://i0.wp.com/library.ukg.com/docs/en-us/UKG_Pro/System_Mgmt/Mobile_App/Mobile_App_Administrators/images/MblAppInstructions.png)
You can customize the Mobile App Sign In instructions (Step 3) that display for your employees using Platform Configuration labels.
Navigation:Menu > System Configuration > Platform Configuration > Labels
- From the Labels page, at the Search field, enter the search term: username.
- Press Enter to display the search results.
- At the Actions column, select the Edit link that corresponds with the MobileInstructionsStep3Text Alias. The Edit Label pop-up page displays.
- Enter the instructions in the fields (up to 1000 characters), as desired.
- Select Save. The updated instructions display on the Mobile App Instructions page that employees can access from the Mobile App gadget that displays on the UKG Pro home page.
Provide Access to the UKG Pro Mobile App
Once a system administrator has enabled and configured the UKG Pro mobile app, roll out the UKG Pro mobile app at your organization.
- Provide the Access URL or Company Code to your employees one of the following ways:
Send the URL or Company Code to employees by email
Post the URL or Company Code on an internal web page
Embed the URL or Company Code in your native launcher application
Include the URL or Company Code in your new hire training materials
Create a QR code that contains the URL or Company Code to speed up app logins
Note For more information about QR codes for UKG Pro WFM, review the QR Codes page.
- Share key resources with employees, such as UKG Mobile Apps for Employees.
- Increase adoption with the resources in the UKG Pro Mobile App User Adoption Toolkit.
UKG Pro Mobile App Security
The mobile app has the following security features.
Tokens and Device Security
The only data that persists on employees' devices is in secure storage, including:
Access token: Validates the UKG Pro HCM network requests made in the mobile app
Refresh token: Allows employees to re-authenticate, if biometric login with Fingerprint, Touch ID, or FaceID is successful
Company access code or tenant URL: Provides a faster login experience (the mobile app saves this unique company code)
Note The mobile app will not launch or store security token for rooted (Android) or jailbroken (iOS) devices.
The mobile app stores tokens and other data on the device in an encrypted format:
On iOS devices, the mobile app uses the Core Data framework for storage
On Android devices, the mobile app uses a SQLite database
Note Entries for both iOS and Android devices are encrypted using the AES 256 algorithm.
UKG Pro Mobile App Login Experience
- Access Code
- When employees log into the mobile app for the first time, they must enter the company access code or tenant URL. They can enter the code manually, or they can scan a QR code.
- Direct Login and Single Sign-On (SSO)
- Once employees have entered the code, they are redirected to the IDP in the system browser. From the login page, they can log in using SSO or username and password.
If authentication is successful, employees are redirected to the mobile app and the web session with the IDP in the system browser ends.
- Multi-Factor Authentication (MFA)
- If your organization uses MFA, during login employees are taken to a page where they can select a verification method: text message, call, or email. They receive the code and enter it on the page to access the mobile app.
- Biometrics
- Employees are prompted to enable biometrics the first time they log in (if the device supports biometrics).
For UKG Pro suite customers, employees with biometrics enabled can log in using biometrics for authentication for 180 days
For WFM customers, employees with local authentication enabled can log in using biometrics, pin, or passcode for 180 days
If employees log in at least once every 180 days, the token is extended for 180 days.
If employees log in at least once every 180 days, they won't need to use SSO or username and password
If employees log in after 80 days, they must use SSO or username and password
Features with Sensitive Information
Some mobile app features contain sensitive information, including Personal Identifiable Information (PII). In order to protect employee information, accessing these features requires increased security:
If employees logged in using biometrics, they must re-authenticate using biometrics (if biometrics fail, they can use SSO or username and password
If employees logged in using SSO or username and password, they do not need to re-authenticate
Note The token for features with sensitive information lasts for 12 hours. After 12 hours, if employees want to access features with sensitive information, they must re-authenticate using biometrics, username and password, or SSO.
Features with sensitive information include:
Edit employee profile
Update employee photo
Add and edit licenses and certifications
Generate Year End PDFs
Edit direct deposit accounts
Upload employee document
Edit job and salary
Terminate employee
Increased Security Options for WFM Features
The following options are available for administrators to control, monitor, and increase mobile app security.
- Access Method Profiles
- Access Method Profiles enable organizations to change a user's Role Profile based on different criteria. You can define the components that an employee can access from different locations, corporate or personal devices, or from the mobile app. You do this by mapping a Role Profile to access method types (Known IP, Mobile Device or Workforce Mobile) and corresponding access method values.
For more information, refer to the Access Method Profiles page.
- Local Authentication for Punch
- Local authentication requires the employee to authenticate before performing a punch, using a method such as biometrics or a passcode.
For more information, refer to the Local Authentication page.
- Geofencing
- A geofence is a geographic area that is defined as a "known place" in the system. The geography of a known place can be a GPS latitude/longitude combination, a Wi-Fi Network, or both. Known places are associated with jobs in the business structure. A mobile device can detect its location when an employee punches in and out. Based on the system setup, a punch can be notated or declined based on if the employee is inside a known place when attempting to punch. Geofencing uses the known place parameters (GPS, Wi-Fi Networks, Wi-Fi Access Points, QR Codes) to determine if an employee is in the proper place when attempting to punch.
For more information, review the following pages:
- Security Audit Report
- The Security Audit Report enables you to generate a report that includes the following actions for one or more people over a specific period of time:
Account lock-out
Authentication
Login
Password change
Note Data for password change is collected daily at 11:00 p.m. local time. If you run a report that includes the current day, any password changes that were made on the current day will not appear in the report until the next day.
Restricted IP
Restricted IP hop
Unknown user login
User logout
Proxy access
For more information, review the following pages:
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