Automated Joiner-Mover-Leaver Playbook with UKG Pro and EntraID

Overview

This document provides a step-by-step, walkthrough for configuring and using Joiner–Mover–Leaver (JML) Playbooks in BalkanID. It covers the complete setup flow from integrating your HRIS and Microsoft Entra ID, to configuring webhooks with HRIS and n8n, and finally executing playbook actions that automatically create, route, and approve access requests based on defined policies.

While this guide is specific to UKG Pro and EntraID, the same concepts apply to other HR systems and applications for which provisioning & de-provisioning are supported by BalkanID.

What Are JML Playbooks?

JML Playbooks in BalkanID allow you to automate identity and access workflows triggered by employee lifecycle events such as:

• Joiner: A new employee starts

• Mover: An employee changes role, department, or title

• Leaver: An employee exits the organization

Playbooks can automatically:

• Create access requests

• Route requests for approval or auto-approval based on policy

• Trigger provisioning and deprovisioning workflows

• Maintain a complete audit trail within your BalkanID tenant

Playbooks can be triggered in real time via webhooks or run automatically based on defined conditions, providing consistency, speed, and governance across identity workflows.

Pre-requisites

Before you begin, ensure the following are in place:

• An active BalkanID tenant accessible at https://<yourdomain>.app.balkan.id

• Administrator access in UKG Pro (or your HRIS) to configure API keys and webhooks

• Global Administrator access in Microsoft Entra ID for integration setup

• An active n8n instance (cloud-hosted or self-hosted)

This guide uses n8n-based workflows as an example, BalkanID playbooks supports multiple workflows. If you use a different workflow orchestration platform or custom scripts, please contact BalkanID Support: [e-mail]

Integration Setup

1. Configure HRIS - UKG Pro Integration

1. Log in to <yourdomain>.app.balkan.id

2. Navigate to Configure → Integrations

3. Click Add Integration

   
4. Search for and select 'Merge'

5. Provide a description and assign an owner

   
6. Click on 'Get Access Token'

7. Search for 'UKG Pro' and select the UKG Pro module

8. Complete the setup using either:

   • API Key authentication, or

   • Credential-based authentication (as supported by your HRIS)

9. Click on next to move onto Optional Configuration.

   1. Fill Optional configuration, if required.

      
   2. Once you filled in the information, click Save. Your integration is now configured and you will see the status of the integration displayed alongside other integrations on the Integrations page. When data is available, the integration Status will read Connected and the integration Message will read Data available.

2. Configure Microsoft Entra ID Integration

BalkanID recommends using a dedicated service account for Entra ID integrations instead of a personal user account.

Follow the official setup guide here:

• Microsoft Entra ID Integration Setup

This integration enables BalkanID to evaluate identity attributes, roles, and group memberships required for access decisions.

Webhook Configuration: UKG Pro ↔ n8n

n8n Playbook Setup

1. Download the playbook JSON file provided by the BalkanID team. If you have not yet received the file, please contact [e-mail] to request it.

2. Import the workflow into your n8n instance

3. Configure credentials:

   • Create a new BalkanID API Key from <yourdomain>.app.balkan.id → Account → API Keys and use it in playbook configuration

   

   • UKG Pro credential using the API key created in the next step

4. Initialize configuration variables in the workflow nodes

5. Activate the workflow

Once active, the n8n workflow listens for HRIS events and triggers the appropriate BalkanID playbook.

UKG API and Workflow/Webhook setup

To enable real-time JML automation, UKG Pro events must be forwarded to n8n using webhooks.

Step 1: Create a UKG Pro API Key

1. Log in to UKG Pro Admin Portal

2. Register an API integration

3. Generate:

   • Client ID

   • Client Secret

   • Token endpoint URL

   • Scopes for user/profile access

4. Save the details securely

Step 2: Create UKG Webhooks

1. Log in to UKG Pro Admin Console.

2. Navigate to Menu → System Configuration → Integrations → Web Services → Webhooks

3. Depending on tenant configuration it may also appear under: Administration → Platform Configuration → Webhook Subscriptions

4. Click on 'Create Webhook Subscription'

5. Enter the basic information Webhook Name: BalkanID_JML_Workflow

   Description: Employee lifecycle webhook for JML automation Target Endpoint: Enter the production webhook URL generated from n8n

   • Example: https://balkanid.app.n8n.cloud/webhook/<webhook-id>

   HTTP Method: POST

6. Select the following event triggers: employee.created employee.updated employee.terminate

7. Save and activate the subscription

Reference Link: https://developer.ukg.com/proplatform/docs/ukg-webhooks-user-guide?

Playbooks in Action

Joiner Playbook Flow

The Joiner playbook automates identity creation and access provisioning when a new employee joins the organization.

1. A new employee record is created in UKG Pro

2. A Webhook or scheduled sync sends the event to BalkanID

3. The Joiner playbook is triggered

4. A user account is created in Entra ID on the employee’s start date

5. The playbook:

   • Applies preferred email formats

   • Detects and resolves name or email conflicts

6. Birthright access is determined using peer analysis based on attributes such as:

   • Job title

   • Department

   • Manager

   • Employment type

7. BalkanID generates access grant requests

8. Requests are:

   • Auto-approved via policies(see how to create policies here, or

   • Manually approved by designated approvers

9. Approved access is provisioned in Entra ID

10. The newly created corporate email address is written back to UKG Pro

11. Login credentials are securely shared with the employee’s manager

Leaver Playbook Flow

The Leaver playbook ensures timely deprovisioning when an employee is terminated.

1. An employee is marked as terminated in UKG Pro

2. The termination event is sent to BalkanID Leaver playbook and is triggered

3. BalkanID generates access revoke requests

4. Requests are:

Auto-approved through policy, or

Routed for manual approval

1. Upon approval, the user is suspended in Entra ID, preventing further access

Mover Playbook Flow

The Mover playbook manages access changes when an employee’s attributes change.

1. An employee’s attributes (job title, department, manager, employment type, etc.) are updated in UKG Pro

2. The change is detected and the Mover playbook is triggered

3. BalkanID recalculates the employee’s required access

4. Access grant and revoke requests are generated

5. Requests are:

Auto-approved using policies, or

Sent for manual approval

1. Approved changes are provisioned in Entra ID