Recruitment to HR
Ashby to Dayforce integration: have Dayforce validate the hire first, then save it
With an integration between Ashby and Dayforce, a candidate with an accepted offer in Ashby becomes an employee in Dayforce, with hire date, location, work assignment and onboarding policy. Ashby has no Dayforce integration of its own, and because Dayforce never deletes an employee, KoppelHet has Dayforce validate every hire before it is saved.
What the integration does
Organisations that recruit in Ashby and use Dayforce for HR and payroll copy every hire into Dayforce by hand. Ashby offers no handover for it, and a typo in Dayforce cannot be removed: an employee once saved stays there.
- The offer is accepted and the candidate is marked as hired in Ashby.
- KoppelHet reads the offer, the opening and the location from Ashby.
- Dayforce validates the new employee without saving them.
- Without errors KoppelHet creates the employee, with work assignment and onboarding policy.
- On an error or a changed offer HR gets an alert with the reason.
What to watch for with Ashby and Dayforce
- Ashby describes no Dayforce integration; the HR handovers in its documentation go to Workday, BambooHR and HiBob among others. KoppelHet uses Ashby's hire notice and writes with Dayforce's REST API.
- Dayforce keeps an employee once added forever. KoppelHet therefore first sends every hire from Ashby as validate only, and only really creates the employee when Dayforce reports no error. An unknown location code thus becomes an alert, not a half employee.
- An opening in Ashby has a target start date, the offer the agreed start date. KoppelHet takes the date from the latest version of the offer as the hire date in Dayforce, because the opening only reflects the recruiter's planning.
- Dayforce works with fixed codes for locations and organisational units, Ashby with locations that give the country as a name. Per Ashby location we record the Dayforce code; a new location in Ashby stops at validation until HR completes the table.
- Dayforce has a separate part for onboarding policies on an employee. KoppelHet sets the policy that belongs to the location, so the onboarding in Dayforce starts without HR choosing it per new colleague.
- Ashby can still give an offer a new version after acceptance. If the employee is already in Dayforce, KoppelHet changes nothing automatically but tells HR what changed, because a hire in Dayforce cannot be undone.
- Tax details for the US and Canada are separate parts in Dayforce, and Ashby does not have that data. KoppelHet leaves them empty; HR or the employee fills them in Dayforce before the first payroll run.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Why validate first?
Because Dayforce no longer deletes an employee. An error thus reaches HR as an alert instead of a record that stays.
Does the salary from Ashby come along?
Not in the first version. Ashby gives an amount without a period; HR records pay in Dayforce. Sending it can be added later as an extension.
Can Dayforce Recruiting not do this itself?
If you recruit in Dayforce itself, you do not need this integration. This page is for those who keep Ashby as ATS.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Ashby through the candidateHire webhook (Ashby-Signature; data.offer with acceptanceStatus, latestVersion.startDate and openingId) and the API for opening (targetStartDate, employmentType, locationIds) and location.info. HTTP 200 response as acknowledgement.
- Dayforce through POST https://www.dayforcehcm.com/api/{clientName}/v1/Employees with isValidateOnly=true and then without; EmployeePostRequest with XRefCode, FirstName, LastName and subordinate resources such as Contacts, Locations, WorkAssignments, EmploymentStatuses and OnboardingPolicies. Employees are forever persistent.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Ashby | Field in Dayforce | Notes |
|---|---|---|
candidate.name | FirstName en LastName | |
candidate.primaryEmailAddress | Contacts (persoonlijke e-mail) | |
offer.latestVersion.startDate | HireDate en ingangsdatum van de subordinate resources | |
Locatie van de opening | WorkAssignments en Locations (Dayforce-codes) | Lookup table per Ashby location |
opening employmentType | EmploymentStatuses | FullTime and PartTime to the status codes of your Dayforce |
Locatie of afdeling | OnboardingPolicies | |
application.id | Koppeltabel naar XRefCode | In KoppelHet, not in Dayforce |
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