Recruitment to HR
Greenhouse to Workday integration: hires as pre-hires, interim staff and contractors included
With an integration between Greenhouse and Workday, a hired candidate from Greenhouse becomes a pre-hire in Workday, and the Hire Employee process starts with start date, job profile, organisation and compensation from the offer. KoppelHet also sends interim staff and contractors to the right process in Workday and compares the hires with the pre-hires daily.
What the integration does
Organisations that recruit worldwide in Greenhouse and manage their staff in Workday have HR re-enter every hire in Workday. Start date, compensation and the signed offer arrive by email, and HR has to link an opening from Greenhouse to the right Workday position themselves.
- The recruiter marks the candidate as hired in Greenhouse.
- The data from candidate, vacancy, opening and offer goes to Workday.
- Workday creates the pre-hire and starts the Hire Employee process.
- Interim staff and contractors go to the Contract Contingent Worker process.
What to watch for with Greenhouse and Workday
- If an organisation also recruits interim staff or contractors through Greenhouse, KoppelHet sends those hires to the Contract Contingent Worker process in Workday.
- Workday works with position management, job management or a hybrid. With position management the hire goes to a position through the Greenhouse opening ID; with job management the supervisory organisation is required.
- A different location or job profile on a hire requires an override of the staffing event restrictions in Workday. Without that setting Workday rejects the hire from Greenhouse.
- KoppelHet compares the hires in Greenhouse with the pre-hires in Workday daily, so a missed hire does not go unnoticed.
- A bonus percentage in the offer can be entered as 2 or as 0.02. How it should land in Workday is settled during setup.
- The opening_id in Greenhouse is a free field for the HRIS and may be empty. With position management, Workday needs that ID to find the position. If it is empty on a hire, KoppelHet sends nothing and asks the recruiter to fill it in.
- For the daily comparison KoppelHet requests the offers in Harvest v3 with status Accepted and a filter on resolved_at. That works as a filter on the hire date, so only that day's hires are compared with the pre-hires in 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 do we need to arrange in Workday?
An Integration System User with the right permissions, and an override on staffing restrictions if location or job profile can change at hire.
Do BSN and Dutch payroll tax details come from Greenhouse?
No. HR or Dutch payroll adds them in Workday or in the payroll system.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- KoppelHet reads Greenhouse through the hire_candidate webhook (on Accept Offer; payload with application, jobs with offices and departments, opening with opening_id and offer with starts_at and custom fields; HMAC-SHA256 in the Signature header; up to seven attempts in about fifteen hours).
- For contingent workers KoppelHet writes to Workday through the Staffing web services Put_Applicant (pre-hire) and Contract_Contingent_Worker.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Greenhouse | Field in Workday | Notes |
|---|---|---|
application.id | Applicant ID | |
candidate first_name en last_name | Naamvelden | |
Persoonlijk e-mailadres | E-mail | Otherwise the first email address |
offer.starts_at | Hire Date en Start Date | |
opening.opening_id | Opening ID (positie) | Required with position management |
Supervisory Org (offer- of jobveld) | Supervisory Organization | Required with job management |
Job Profile, Location, Employee Type, Time Type | Dezelfde Workday-velden | |
Compensatievelden in het aanbod | Base plan, amount en pay frequency | |
Bestaand Worker ID | Existing Worker ID | For rehire and transfer |
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