UltiPro + Okta
Automate Employee Lifecycle Management by Integrating UltiPro with Okta
Keep your HR data and identity management in sync, from day one to final offboarding.
Why integrate UltiPro and Okta?
UltiPro (now UKG Pro) is a major HR, payroll, and talent management platform. Okta is the dominant name in identity and access management. When employee records change in UltiPro — a new hire, a role change, a termination — those changes need to show up in Okta fast, so the right people have access to the right systems. Integrating UltiPro with Okta cuts out the manual handoffs between HR and IT, reducing security risk and administrative overhead across the full employee lifecycle.
Automate & integrate UltiPro & Okta
Use case
Automated New Hire Provisioning
When a new employee record is created in UltiPro, tray.ai automatically creates an Okta user account populated with the correct profile attributes — name, email, department, job title, and manager. The new hire is enrolled in the right Okta groups and assigned the applications they need on day one, without any manual IT intervention.
Use case
Role Change and Transfer Access Updates
When an employee's role, department, or location changes in UltiPro, tray.ai detects the update and adjusts the corresponding Okta profile attributes and group memberships. Access tied to their previous role gets revoked while new role-appropriate access is provisioned at the same time. Least-privilege stays intact without IT having to process a ticket for every org change.
Use case
Instant Offboarding and Account Deactivation
When a termination is recorded in UltiPro, tray.ai immediately deactivates the corresponding Okta account, kills all active sessions, and removes the user from all application assignments. No access lingers after an employee's status changes. Deactivation events are logged for audit and compliance purposes.
Use case
Department-Based Application Access Governance
tray.ai continuously syncs department and cost center data from UltiPro into Okta group structures, so application access policies stay current with your org chart. As departments grow or restructure, Okta groups update automatically. IT gets a reliable, HR-driven source of truth for access governance.
Use case
Manager Hierarchy Sync for Approval Workflows
Manager relationships defined in UltiPro are automatically synced to Okta user profiles, so approval routing works correctly in downstream applications that depend on manager hierarchy. When reporting lines change, tray.ai propagates those changes to Okta without delay. This matters most for organizations using Okta Workflows or ITSM tools that route requests based on manager attributes.
Use case
Contractor and Contingent Worker Lifecycle Management
Non-employee workers tracked in UltiPro — contractors, consultants, temporary staff — can be automatically provisioned with time-limited or scoped Okta accounts based on worker type and contract end date. tray.ai monitors contract expiration dates in UltiPro and triggers automatic account deactivation when engagements end. It closes a security blind spot that catches a lot of organizations off guard.
Use case
HR-Driven Multi-Factor Authentication Policy Assignment
Job level, risk classification, or geographic location stored in UltiPro can be used to dynamically assign Okta MFA policies and authentication requirements. Employees in finance or executive roles, for example, automatically receive stronger authentication requirements based on their UltiPro job profile. tray.ai bridges HR-defined risk profiles and Okta's policy enforcement engine.
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UltiPro & Okta Challenges
What challenges are there when working with UltiPro & Okta and how will using Tray.ai help?
Challenge
Latency Between HR Events and IT Provisioning
In many organizations, new hire provisioning or account deactivation depends on IT manually checking HR systems or waiting for emailed reports. The delays cut both ways: a new employee waits days for access, and a terminated employee's account stays live far longer than it should.
How Tray.ai Can Help:
tray.ai can poll UltiPro on a frequent schedule or respond to near-real-time events, triggering Okta actions within minutes of any HR record change. That closes the window between HR event and IT action — both the productivity hit for new hires and the security exposure from accounts that should already be gone.
Challenge
Complex Field Mapping Between HR and Identity Schemas
UltiPro stores employee data in a detailed HR schema — job codes, cost centers, pay grades, org hierarchies — that doesn't map cleanly to Okta's user profile attributes. Translating between them by hand is slow and error-prone, and incomplete or wrong Okta profiles cause real problems downstream.
How Tray.ai Can Help:
tray.ai's data transformation tools let teams build precise mapping logic between UltiPro's HR data model and Okta's profile schema. Conditional logic, lookup tables, and custom field transformations can be configured without writing code, so every Okta attribute is accurately derived from the authoritative UltiPro source.
Challenge
Managing Access for a Mixed Workforce of Employees and Contractors
Organizations with a significant contingent workforce often struggle to track non-employee records in UltiPro and make sure those workers get correctly scoped, time-limited Okta identities. Without automation, contractor accounts frequently outlive their engagements and become orphaned access that's hard to find and harder to audit.
How Tray.ai Can Help:
tray.ai differentiates between worker types in UltiPro and applies distinct provisioning logic for each. Contractor records trigger time-bound Okta account creation with restricted group assignments, while scheduled checks against contract end dates handle automatic deactivation — no manual IT intervention needed.
Challenge
Keeping Okta Groups Accurate During Rapid Org Changes
During restructuring, mergers, or fast hiring periods, UltiPro data can change faster than IT can manually update Okta group memberships. Stale memberships leave employees with access they shouldn't have, or without access they still need — a problem for both security and day-to-day productivity.
How Tray.ai Can Help:
tray.ai runs continuous reconciliation workflows that compare live UltiPro org data against current Okta group memberships and resolves any discrepancies automatically. Okta stays current with UltiPro regardless of how fast the org changes, without IT administrators having to touch anything.
Challenge
Audit Readiness and Compliance Reporting Across Both Systems
Frameworks like SOC 2, ISO 27001, and HIPAA require organizations to show that access was granted and revoked in a timely, documented way. When HR and identity systems are managed separately, producing a unified audit trail that ties provisioning events to specific HR changes usually means manually reconciling logs from both systems — and hoping nothing got missed.
How Tray.ai Can Help:
tray.ai logs every integration event — the UltiPro record change that triggered it, the Okta action taken, and the exact timestamp — creating a complete, cross-system audit trail. Those logs can be forwarded to a SIEM or data warehouse, giving compliance teams what they need to satisfy auditors without building manual reports.
Start using our pre-built UltiPro & Okta templates today
Start from scratch or use one of our pre-built UltiPro & Okta templates to quickly solve your most common use cases.
UltiPro & Okta Templates
Find pre-built UltiPro & Okta solutions for common use cases
Template
New Hire Auto-Provisioning: UltiPro to Okta
Automatically creates a new Okta user account and assigns group memberships and application access whenever a new active employee record appears in UltiPro, using HR data to populate all required identity attributes.
Steps:
- Poll UltiPro for newly created active employee records on a scheduled interval
- Map UltiPro employee fields (name, email, department, job code, manager) to Okta user profile schema
- Create Okta user account and add to appropriate groups based on department and job code
- Assign relevant Okta application integrations based on group membership
- Send notification to IT and HR confirming successful provisioning
Connectors Used: UltiPro, Okta
Template
Employee Profile Change Sync: UltiPro to Okta
Detects updates to employee records in UltiPro — title, department, manager, or location changes — and syncs those changes to the corresponding Okta user profile and group assignments in real time.
Steps:
- Monitor UltiPro for employee record update events via scheduled polling or webhook
- Compare changed fields against current Okta profile attributes to identify deltas
- Update Okta user profile with new attribute values from UltiPro
- Adjust Okta group memberships to reflect new department or role
- Log all changes to an audit trail system for compliance tracking
Connectors Used: UltiPro, Okta
Template
Automated Offboarding: UltiPro Termination to Okta Deactivation
Triggers immediate Okta account suspension and session revocation the moment an employee termination is recorded in UltiPro, ensuring no access persists after an employee's last day.
Steps:
- Detect termination status change in UltiPro via scheduled poll or event trigger
- Immediately suspend the corresponding Okta user account
- Revoke all active Okta sessions and OAuth tokens for the user
- Remove user from all Okta groups and application assignments
- Notify IT security and HR with a timestamped offboarding confirmation
Connectors Used: UltiPro, Okta
Template
Contractor Lifecycle Management: UltiPro to Okta
Provisions time-scoped Okta accounts for non-employee workers in UltiPro and automatically deactivates those accounts when contract end dates are reached, with optional manager notification before expiration.
Steps:
- Identify new contractor or contingent worker records in UltiPro by worker type
- Create limited-scope Okta account with contractor-specific group and application assignments
- Schedule a pre-expiration notification to the hiring manager 7 days before contract end
- Automatically deactivate Okta account on the contract end date from UltiPro
- Archive user data and send final offboarding report to IT and HR
Connectors Used: UltiPro, Okta
Template
Department Org Structure Sync: UltiPro to Okta Groups
Continuously reconciles Okta group membership with the current department and cost center hierarchy in UltiPro, adding or removing users from groups as organizational structures change.
Steps:
- Fetch the full employee roster with department and cost center data from UltiPro
- Retrieve current Okta group memberships for all active users
- Identify discrepancies between UltiPro org data and Okta group assignments
- Add or remove users from Okta groups to match UltiPro org structure
- Generate a reconciliation report summarizing all changes made
Connectors Used: UltiPro, Okta
Template
MFA Policy Assignment Based on UltiPro Job Profile
Reads job level and department attributes from UltiPro and automatically assigns the appropriate Okta MFA enrollment policy to each user, so authentication requirements match HR-defined risk profiles.
Steps:
- Retrieve employee job level, department, and risk classification from UltiPro
- Map job attributes to predefined Okta MFA policy tiers (standard, elevated, executive)
- Check current Okta MFA policy assignment for each user
- Update Okta policy assignment where it doesn't match the UltiPro-derived tier
- Alert the security team of any policy changes applied during the sync run
Connectors Used: UltiPro, Okta