Recruitment to HR
Lever to Workday integration: from signed offer to pre-hire and hire
With an integration between Lever and Workday, a candidate marked as hired in Lever becomes a pre-hire in Workday, after which the hire starts with start date, position, location and salary from the Lever offer. Lever sells its own Workday integration with a hire sync; KoppelHet builds the integration when that is not purchased or when the hire must also reach other systems.
What the integration does
Organisations that recruit in Lever and use Workday as their HR system often enter the pre-hire in Workday by hand after a signed offer and then start the hire themselves. Offer details are retyped, and a candidate who worked there before sometimes gets a second person in Workday.
- The recruiter marks the candidate as hired in Lever.
- KoppelHet retrieves the opportunity, the offer and the requisition and checks that all signatures are in place.
- KoppelHet creates the pre-hire in Workday or updates an existing one.
- On the position that belongs to the requisition, KoppelHet starts the hire, or the contract if it concerns a contingent worker.
- Workday runs its own approvals. If Workday rejects, HR sees the reason in the KoppelHet platform.
What to watch for with Lever and Workday
- Lever stores a candidate's name as one field with the full name. Workday wants first and last name separately, following the country's name format. KoppelHet splits the name and puts a Dutch name prefix where the Dutch name format in Workday expects it.
- In Lever one person can have several opportunities, for example a second application years later. KoppelHet stores both the opportunity and the contact from Lever in Workday, so a returning candidate comes in as a rehire and not as a new person.
- A Lever offer is a list of fields, each with its own code. The start date and the salary with currency and interval are separate fields there. KoppelHet reads them by code, so different wording in the offer template does not break the integration.
- Lever shows a signed document as soon as one signature is in place, even if the company signature is still missing. KoppelHet checks per signer whether they have signed and only starts the hire in Workday when everyone has.
- On a hire Lever passes the requisition that was recruited against, with the requisition code. If the requisitions originally come from Workday, that code is the bridge to the right Workday position, without a separate table per vacancy.
- Lever retries a failed webhook five times, with increasingly long pauses. After that it does not come again. KoppelHet therefore compares the hires in Lever with the pre-hires in Workday every day, so a missed notification is still processed.
- The type of work is a tag on the posting in Lever, such as full-time or internship. Per tag we record whether Workday starts a hire or a contract for a contingent worker, so a freelancer does not end up as an employee 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
Lever already has a Workday integration. Why KoppelHet?
If you purchase it and it does what you need, we recommend it. KoppelHet comes in when that integration is not there, or when the hire must reach more systems in the same step.
Are approvals in Workday skipped?
No. KoppelHet starts the hire; the steps and approvals you configured in Workday still apply.
Does the BSN come from Lever?
No. HR or the new employee enters it in Workday, or Dutch payroll records it.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Lever through the candidateHired webhook (body with data.opportunityId and data.contactId; HMAC-SHA256 over token and triggeredAt with the signing token; HTTPS only; five retries) and the Lever API with an API key through basic authentication. GET /opportunities/:opportunity (name, emails, phones, requisitionForHire.requisitionCode), GET /opportunities/:opportunity/offers (status signed, fields with identifier anticipated_start_date, salary_amount, compensation_currency, salary_interval, signatures per signer) and GET /postings/:posting (categories.location and commitment). Limit 10 requests per second, bursts up to 20.
- 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, and Contract_Contingent_Worker contracts a pre-hire as a contingent worker. Workday now calls an applicant a pre-hire; the operations have not been renamed.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Lever | Field in Workday | Notes |
|---|---|---|
opportunityId en contact | External_Integration_ID_Data | Recognises a second hire of the same person |
name | Legal_Name_Data (First_Name, Last_Name) | Lever has one name field; we split it |
emails[0] | Email_Address_Data (privé) | |
phones (type mobile) | Phone_Data | |
Offer field anticipated_start_date | Hire_Date | |
requisitionForHire.requisitionCode | Position_Reference | Through the requisition code that also exists in Workday |
categories.location van de posting | Location_Reference | Through a lookup table |
categories.commitment | Employee_Type of contingent worker | Decides which Workday process starts |
salary_amount, compensation_currency, salary_interval | Compensatie in het Hire-proces |
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