Recruitment to HR
Carerix to Workday integration: a placed candidate becomes a pre-hire and starts the hire
With an integration between Carerix and Workday, a candidate placed in Carerix automatically becomes a pre-hire in Workday, after which the Hire Employee process starts with start date, job and organisation from the vacancy. An interim worker starts the contingent worker process instead, and HR in Workday completes both.
What the integration does
Organisations that recruit in the Netherlands through Carerix and manage their staff worldwide in Workday get an email from the recruiter after a placement. HR then creates the pre-hire by hand in Workday, and interim workers sometimes end up as employees instead of contingent workers.
- The recruiter moves the match in Carerix to the placement status.
- KoppelHet fetches match, candidate and vacancy and looks at the contract type.
- A pre-hire with name, email and phone is created in Workday.
- For an employee Hire Employee starts; for an interim worker Contract Contingent Worker starts.
- HR in Workday adds what is missing and completes the business process.
What to watch for with Carerix and Workday
- Carerix records a contract type on the vacancy. KoppelHet uses it to choose between a hire and a contingent worker contract in Workday, so interim staff and freelancers recruited through Carerix do not end up as employees in payroll.
- Workday first creates a pre-hire and then carries out the hire in a second step. If that second step fails, for example because the position is already filled, the pre-hire already exists; KoppelHet only repeats the hire, without a duplicate person.
- Dutch surnames with a prefix are stored in two fields in Carerix. Workday asks for a name structure per country. KoppelHet puts the prefix where the Dutch name structure in Workday expects it, so sorting by surname in Workday is correct.
- Carerix has no notifications on a status change in its public documentation, but it does keep track of when a match's status changed. KoppelHet requests the changed matches every fifteen minutes; Workday does not notice the delay, because the hire usually takes effect weeks later.
- A Carerix vacancy has a two-level job, while Workday works with job profiles and often positions. For each Carerix job we record the Workday job profile; if the organisation uses positions, HR picks the position in the business process.
- Carerix stores the agreed salary as text on the match. Workday compensation depends on compensation plans and grades. KoppelHet therefore does not fill in compensation automatically; HR does so in the compensation step of Hire Employee.
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
Do all placements go to Workday?
Only placements on statuses you configured as successful, and only for vacancies of your own organisation.
What happens to an interim worker?
They become a contingent worker in Workday, based on the contract type of the vacancy in Carerix.
Does the BSN come from Carerix?
No. HR or the new employee enters it in Workday, or Dutch payroll does.
What about the GDPR?
You are the controller and KoppelHet is the processor, under a data processing agreement. Only placed candidates go to Workday, and every action is in the audit logging.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Carerix through the GraphQL API (https://api.carerix.io/graphql/v1/graphql), confidential client with client credentials and scope urn:cx/cx5Wrapper:data/crmatch:read. crMatchPage with a qualifier on statusInfoModificationDate; statusInfo.isSuccessfullyFilled; CRMatch.jobStartDate; CRVacancy.toContractTypeNode and toFunctionLevel1.
- Workday through the Staffing web services. Put_Applicant creates or updates the pre-hire (External_Integration_ID_Data, Legal_Name_Data, Email_Address_Data, Phone_Data); Hire_Employee hires the pre-hire into a position, headcount or job through the Hire Employee business process; Contract_Contingent_Worker contracts the pre-hire as a contingent worker. Integration System User with its own security group.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Carerix | Field in Workday | Notes |
|---|---|---|
CRMatch _id | External_Integration_ID_Data | Per match, not per candidate |
CREmployee firstName | Legal_Name_Data: First_Name | |
CREmployee lastNamePrefix en lastName | Legal_Name_Data: Last_Name | Prefix before the surname, unless Workday has its own field |
CREmployee emailAddress | Email_Address_Data (privé) | |
CREmployee mobileNumber | Phone_Data | |
CRMatch jobStartDate | Hire_Date of Contract_Start_Date | |
CRVacancy toContractTypeNode | Keuze tussen Hire_Employee en Contract_Contingent_Worker | Through a lookup table |
CRVacancy toFunctionLevel1 | Job_Profile_Reference | Through a lookup table |
Afdeling van de vacature | Position_Reference of Organization_Reference |
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