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June 6, 2024
XX min read

How to Use UKG Pro: A Comprehensive Guide


UKG Pro is a cloud-based human capital management (HCM) solution designed for midsize and large organizations to help manage their workforce's pay and other essential HR functionalities. This comprehensive platform allows for seamless management of various HR processes, making it a vital tool in the modern workplace. The platform is instrumental in ensuring that organizations can handle their human resources more efficiently, providing a competitive edge in today's fast-paced business environment.

Who is UKG Pro for

UKG Pro is ideal for HR professionals, payroll managers, and talent management teams within midsize to large organizations. The platform is suited for industries that need robust and scalable HR solutions to manage complex employee data, payroll processes, benefits administration, and performance management. It serves organizations looking to streamline operations, enhance employee experiences, and ensure regulatory compliance with ease.

Key features

UKG Pro offers a wide range of features designed to meet the diverse needs of HR departments and their associated workflows. Here are some of the main features and functionalities:

  1. Payroll Management: Simplifies payroll processes with automated calculations, ensuring accuracy in employee compensation. Supports complex payroll scenarios including multiple pay groups, currencies, and taxation laws.
  2. Human Resources: Manages employee lifecycle from recruitment to retirement, encompassing onboarding, benefits administration, performance reviews, and more.
  3. Talent Management: Helps in identifying, attracting, and retaining top talent through robust recruitment tools, succession planning, and development tracking.
  4. Workforce Management: Schedules management, time tracking, and attendance features to ensure compliance and improve efficiency.
  5. Employee Self-Service: Provides employees with access to their personal information, pay stubs, benefits details, and more via self-service portals.
  6. Analytics and Reporting: Offers detailed reporting and analytics capabilities, enabling organizations to make data-driven decisions based on comprehensive HR metrics.
  7. Compliance Management: Ensures organizations stay compliant with ever-changing labor laws and regulations, reducing the risk of legal issues.
  8. Mobile Accessibility: Allows employees and managers to access essential HR functions on the go using mobile devices, improving convenience and responsiveness.

Best use cases

UKG Pro excels in a number of scenarios across various industries and team functions. Here are some examples:

  1. Manufacturing Sector: Ensures compliance with labor regulations, manages shift schedules, and tracks time and attendance efficiently.
  2. Healthcare Industry: Manages extensive payroll requirements, tracks employee certifications, and handles complex scheduling needs.
  3. Retail: Streamlines employee onboarding, manages seasonal workforce, and tracks sales performance.
  4. Finance and Banking: Ensures accurate payroll management, offers robust reporting capabilities, and manages complex compliance requirements.
  5. Education Institutions: Manages staff recruitment, tracks professional development, and ensures compliance with educational regulations.

Getting started

Here is a step-by-step guide to begin using UKG Pro:

  1. Sign Up: Visit the UKG Pro website and sign up for an account. Choose the plan that best fits your organization's needs.
  2. Initial Setup: Enter your company details, configure payroll settings, and set up your organizational structure, including departments and reporting hierarchies.
  3. Data Migration: Import your existing employee data into UKG Pro. This can be done via CSV files or through direct data transfer options provided by the platform.
  4. Configuration: Customize the platform to match your HR processes by setting up workflows, approval paths, and compliance rules.
  5. Employee Onboarding: Add your employees to the system, ensuring they have access to their self-service portals.
  6. Training: Participate in the training provided by UKG Pro to fully understand how to use the system effectively.
  7. Go Live: Once everything is configured, migrate all your HR processes to UKG Pro and go live with the system.

Tips and best practices

To maximize the benefits of UKG Pro, consider the following practical advice:

  1. Regular Training: Ensure your HR team and managers are regularly trained to stay updated on new features and best practices.
  2. Data Accuracy: Keep employee data up-to-date to ensure accurate payroll processing and compliance management.
  3. Utilize Analytics: Regularly review analytics and reports to make informed decisions about your HR strategies.
  4. Leverage Self-Service: Encourage employees to use self-service portals for tasks like updating personal information, checking pay stubs, and enrolling in benefits.
  5. Automate Workflows: Use the platform's automation capabilities to reduce manual tasks and streamline HR processes.
  6. Monitor Compliance: Stay ahead of regulatory changes by leveraging UKG Pro’s compliance management features to avoid legal pitfalls.

Integration with Guru

UKG Pro integrates seamlessly with Guru, enriching its capabilities with Guru’s AI-powered search and knowledge management features. Here’s how:

  1. Enhanced Information Access: Integrate Guru with UKG Pro to provide HR teams instant access to critical information across multiple systems. This ensures that employees have the right data at the right time, improving decision-making processes.
  2. Proactive Knowledge Delivery: Guru’s AI proactively delivers relevant knowledge and insights, helping HR teams stay informed and productive.
  3. Centralized Knowledge Base: Use Guru to create a single source of truth for all HR-related knowledge, from policy manuals to procedural guides, ensuring consistency and accuracy across your organization.
  4. Personal AI Assistant: Each employee can leverage Guru as a personal AI assistant to quickly find answers to HR queries, reducing dependencies on HR teams and improving overall efficiency.


UKG Pro is a powerful HCM solution that enables organizations to manage their workforce effectively, ensuring efficiency, compliance, and employee satisfaction. By following best practices and integrating UKG Pro with Guru, companies can further enhance their productivity and streamline HR processes. Try UKG Pro today and experience how it can transform your HR management, ensuring you stay ahead in the modern workplace.

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