Recruitment to HR
Ashby to Workday integration: hires to Workday, with a check on outcome and phone number
With an integration between Ashby and Workday, a candidate hired in Ashby goes to Workday, where the hire or the contingent worker contract starts on the opening from the offer. KoppelHet checks Dutch phone numbers without a country code, shows a failed handover as a notice in the platform and compares the hires with the pre-hires in Workday every day.
What the integration does
Organisations that recruit in Ashby and use Workday as their HR system often only see a failed handover in Workday, and a Dutch phone number without a country code arrives incorrectly.
- The recruiter sets the candidate to hired in Ashby, with an accepted offer.
- The recruiter sends the candidate to the HR system from the profile.
- The hire lands in Workday on the opening from the offer, as a hire, internal move or contract.
- KoppelHet receives the handover as a notification, checks the outcome and the phone number, and shows an error as a notice in the platform.
- Every day KoppelHet compares the hires in Ashby with the pre-hires in Workday and reports differences to HR.
What to watch for with Ashby and Workday
- The integration covers the Hire, Change Job and Contract Contingent Worker events. A termination or the end of a contract is not part of it; Workday itself remains the place for that.
- A phone number without a country code is read as a US number. A Dutch mobile number entered as a 06 number then reaches Workday incorrectly. KoppelHet checks numbers of Dutch jobs and reports them to HR, or the recruiter enters +31.
- If an offer changes after the handover, small changes belong in Workday itself. For large changes the hire must be rescinded in Workday and sent again. KoppelHet sends nothing automatically in that case, so no second hire is created.
- A handover to Workday can return a technically successful response and still not have worked, for example because of a block on the offer status or a rejection by Workday. KoppelHet reads that outcome and shows it as a notice in the platform.
- The opening in Ashby has an employmentType: FullTime, PartTime, Intern, Contract or Temporary. KoppelHet uses it to decide whether a hire becomes a Hire or a Contract Contingent Worker in Workday.
- A hire on a confidential job also sends Ashby's hire notification, and so goes to Workday. If an organisation does not want that, KoppelHet excludes confidential jobs during setup.
- Ashby creates a webhook as disabled when its first ping fails on saving. Only after a successful new ping does Ashby send hires again. KoppelHet tests that ping before the first hire has to reach Workday.
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
What if the offer changes after the handover?
HR makes small changes in Workday. For large changes the hire is rescinded in Workday and the recruiter sends the candidate again.
Does the BSN come from Ashby?
No. HR or the new employee enters it in Workday, or it is only kept in Dutch payroll.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Ashby webhooks are configured under Admin, Integrations, Webhooks and signed in the Ashby-Signature header. KoppelHet listens to pushToHRIS or candidateHire (data.application with candidate.primaryEmailAddress and primaryPhoneNumber, job.locationId and departmentId; data.offer.latestVersion with startDate, salary with value and currencyCode, and openingId). The candidate.pushToHris API call can return a response with success false, with errors such as candidate_hris_push_blocked_by_offer_status and candidate_hris_push_failed.
- For the daily comparison KoppelHet reads pre-hires with Get_Applicants from the Staffing web service.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Ashby | Field in Workday | Notes |
|---|---|---|
application.id | Referentie bij de pre-hire | To process a hire only once |
candidate.name | Legal_Name_Data | |
candidate.primaryEmailAddress | Email_Address_Data (privé) | |
candidate.primaryPhoneNumber | Phone_Data | Without a country code read as a US number; KoppelHet checks for +31 |
offer.latestVersion.startDate | Hire_Date | |
offer.latestVersion.openingId | Positie in Workday | |
offer.latestVersion.salary (value, currencyCode) | Compensatie | |
job.locationId en departmentId | Locatie en supervisory organization |
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