Recruitment to HR
iCIMS to Workday integration: accepted offer becomes pre-hire and hire
With an integration between iCIMS and Workday, a candidate with an accepted offer in iCIMS automatically becomes a pre-hire in Workday, and the hire starts with the proposed start date, the offer amount and the job's position. iCIMS says it connects to Workday itself but does not describe that connection publicly; KoppelHet builds on the public iCIMS developer documentation and the Workday web services.
What the integration does
Organisations that recruit in iCIMS and use Workday as their HR system get a handover by email or export after an accepted offer. HR enters the pre-hire in Workday by hand and looks up the position that belongs to the job.
- The recruiter sets the application in iCIMS to the status for an accepted offer.
- iCIMS reports the change to KoppelHet, with links to person, job and application.
- KoppelHet retrieves person, job and application and checks the status again.
- KoppelHet creates the pre-hire in Workday and starts the hire on the position from the job's external ID.
- The recruiter sees right away in iCIMS whether it worked; an error, such as a filled position, is also shown in the KoppelHet platform.
What to watch for with iCIMS and Workday
- On a status change iCIMS only sends numbers and links to person, job and application, no personal data. KoppelHet then retrieves the data itself through the iCIMS API, so a forged notification cannot create a pre-hire in Workday.
- Which status triggers iCIMS is configured per workflow. We choose the status for an accepted offer and not the one for sending it, so Workday only receives candidates who are really coming.
- If KoppelHet responds with an error, iCIMS shows the error message to the recruiter. If for example the Workday position ID is missing on the job, the recruiter sees that immediately in iCIMS instead of days later through HR.
- An iCIMS job has a field for an external ID. We have the Workday position ID entered there, so KoppelHet starts the hire on the right position without a lookup table per job.
- In iCIMS the start date is the proposed start date on the application, and the salary is the offer amount. Bonus, relocation amount and paid time off are separate fields. KoppelHet takes only the start date by default; HR enters compensation in Workday, and carrying it over can be added later.
- iCIMS keeps one person profile per candidate, even when someone applies to several jobs. KoppelHet stores the person number in Workday, so a second hire of the same person uses the existing pre-hire.
- The address in iCIMS is already in separate fields for street, postcode, city and country. Workday receives it without splitting, but a Dutch house number is part of the street line and goes to Workday that way.
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
Doesn't iCIMS already have a Workday integration?
iCIMS lists Workday among the HR systems it connects to, but does not describe publicly what that connection does. Ask iCIMS first. If it does not fit, or is not purchased, KoppelHet builds the integration.
Do recruiters need to do anything differently?
They enter the Workday position ID as the external ID on a new job and set a proposed start date on the offer.
Are approvals in Workday skipped?
No. Workday runs the steps and approvals you have configured.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- iCIMS through the Workflow Status Update event (eventType WorkFlowStatusChangeEvent, with newStatus, oldStatus, personId, jobId, systemId and links to applicant workflow, job, person and posting user), configured on a trigger status in the workflow profile. Respond with 200 and userMessage, or 400 with a message the recruiter sees. Then GET https://api.icims.com/customers/{customerId}/applicantworkflows/{id} (status, proposedstartdate, offeramount) and the person and job profiles (addresses, birthdate, externalid, joblocation, jobtitle).
- Workday through the Staffing web service with an Integration System User. Put_Applicant creates or updates the pre-hire; Hire_Employee hires the pre-hire into a position, headcount or job through the Hire Employee business process.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in iCIMS | Field in Workday | Notes |
|---|---|---|
personId en systemId (workflow) | External_Integration_ID_Data | Prevents a second pre-hire |
Naam en e-mail uit het persoonsprofiel | Legal_Name_Data en Email_Address_Data | |
addresses (addressstreet1, addresszip, addresscity, addresscountry) | Address_Data | |
birthdate | Birth_Date | |
proposedstartdate | Hire_Date | |
externalid van de vacature | Position_Reference | The Workday position ID sits in the external ID |
joblocation | Location_Reference | Through a lookup table |
offeramount | Compensatie in het Hire-proces | Only if you want it; otherwise HR enters it |
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