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UKG (Kronos) schedule to your calendar

UKG Pro WFM can publish your shifts as a calendar subscription. Here is what UKG's help page says, and how to bring the shifts into Shift It.

Vendor menus change and employers set them up differently. Steps checked against Configure Calendar Synchronization (UKG Pro WFM Help) on .

What it is

About UKG (Kronos) Pro WFM.

  • The UKG help page we used covers UKG Pro WFM (Workforce Management). Kronos Workforce Central and older sites may look different, and we found no public staff guide for calendar sync on those.
  • UKG says employees can subscribe their Outlook, Apple or Google calendar to their schedule events: shifts, absences and schedule tags.
  • Your employer's administrators have to switch calendar sync on before staff see it.

Step 1

Get your roster out of UKG Pro WFM.

These steps come from the vendor's own help pages, listed under Sources.

Calendar synchronisation (stays up to date)

Stays up to date

  1. Open the calendar sync screen in UKG Pro WFM. UKG's page calls it "Sync My Schedule", but where it sits in the menu depends on how your employer set UKG up.

  2. Choose which events to sync: shifts, absences, schedule tags.

  3. Choose your calendar provider. UKG shows only the providers supported on the device you are using.

  4. For a guided subscription, UKG opens the provider's subscription form in a new tab with the UKG URL filled in. Complete the rest of the form there.

  5. For another calendar app, choose "Other (Copy URL)", copy the URL and set up the subscription yourself.

  • UKG says Apple subscriptions can only be set up from UKG Pro WFM on an iOS device, and Outlook subscriptions only from the desktop. Google is supported.
  • The default calendar name is "ESS Schedule", and you can rename it. Events show as "ESS - " followed by the event name.
  • At each sync UKG looks ahead six weeks. The first sync happens when you subscribe, and after that it depends on your calendar provider.
  • The sync is one-way. Changes you make in your calendar are not sent back to UKG.
  • Other .ICS-compatible calendars are described as untested.

Source: [1]

Step 2

Bring it into Shift It.

Shift It reads the calendars on your phone, so a roster feed in your calendar app is a roster Shift It can import.

  1. Get the roster into your phone's calendar

    Use the steps above. Shift It reads the calendars on your phone, so your shifts need to show up in your calendar app first.

  2. Start an import and choose your calendar

    In Shift It, pick the option for shifts that are already in your calendar ("My shifts are in my calendar"). Allow calendar access when it asks.

  3. Pick the calendar and the dates

    Choose the calendar your roster is in and set the date range. It starts at today and runs four weeks ahead, so widen it if your roster covers more. You can also filter by a word in the event title.

  4. Review, then accept

    Shift It lists what it found before it saves anything. Remove anything that is not a shift. If the shifts overlap ones already in Shift It, the review screen shows what changed, what is new and what is gone.

Good to know before you import

  • UKG only syncs six weeks ahead, so set Shift It's date range to match and import again later for further shifts.
  • Events are titled "ESS - " plus the shift label. You can use a word from the shift label as the filter in Shift It.
  • If the feed includes absences or schedule tags, remove them on the review screen.
  • Shift It reads your calendar once, when you import. It is not a live sync, so import again when your roster changes.
  • All-day events and events longer than 24 hours are skipped.
  • Each shift takes its start time, end time and title from the calendar event. Location is not carried over.
  • Shift It cannot open .ics files directly. Add the file to your calendar app first, then import from the calendar.

If your employer sends you a spreadsheet instead, Shift It can import that too. See importing from a file.

Common problems

When UKG Pro WFM and your calendar do not agree.

I cannot find calendar sync

UKG says administrators must switch it on: the "Synchronize with My Schedule" access setting and the ESS Personal Calendar Synchronization feature switch. If you do not see it, ask your employer's UKG administrator.

I am on an iPhone but cannot subscribe from my laptop

UKG says Apple calendar subscriptions can only be set up from UKG Pro WFM on an iOS device. Open UKG on the iPhone itself.

I use Outlook on my phone

UKG says Outlook subscriptions can only be set up from the desktop version of UKG Pro WFM. Set it up there, or use the "Other (Copy URL)" option.

Shifts beyond six weeks are missing

UKG says each sync looks ahead six weeks. Later shifts appear as time passes.

Common questions

UKG Pro WFM roster questions, answered.

What people search for, with straight answers.

How do I sync my Kronos schedule to Google Calendar?

UKG's help page says employees can subscribe a Google calendar to their shifts from the calendar sync screen in UKG Pro WFM. Your employer's administrator has to have switched the feature on first.

Can I add my UKG schedule to my iPhone calendar?

Yes, if your employer has enabled it. UKG says Apple subscriptions can only be set up from UKG Pro WFM on an iOS device, so do it on the iPhone.

Does the Kronos calendar sync show shift changes?

UKG says added, removed and changed events are updated on subscribed calendars, and the sync is one-way. How quickly depends on your calendar provider.

How do I get UKG shifts into Shift It?

Subscribe your phone's calendar to your UKG schedule first, then use Shift It's calendar import and review the shifts before saving. Shift It reads the calendar once, so import again later.

Sources

  1. Configure Calendar Synchronization (UKG Pro WFM Help), UKG. Read .

Using a different system? HosPortal, HealthRoster, Deputy, back to the import guide.