Recruitment to HR
Recruitee to Workday integration: hired candidates set up as new workers
With an integration between Recruitee and Workday, a candidate hired in Recruitee is automatically created in Workday and the hire process starts, with position, job, location and start date. Workday then runs its own approvals, and accounts and laptop are ready on day one because nobody needs to do manual work any more.
What the integration does
Organisations that manage workers globally in Workday and recruit in Recruitee in the Netherlands create the pre-hire in Workday by hand after every signed contract and start the hire. That only happens when someone gets round to it, so accounts and laptop are not always ready on the first working day.
- The recruiter moves the candidate in Recruitee to the stage for hired candidates.
- KoppelHet fetches the full candidate.
- In Workday the candidate appears as a pre-hire, a hired candidate who has not started yet.
- KoppelHet starts the hire on the position linked to the vacancy, with start date, employee type, job and location.
- Workday runs the steps and approvals you have configured. An error, such as a position that is already filled, appears in the KoppelHet platform.
What to watch for with Recruitee and Workday
- Workday separates the hired candidate from the hire itself. KoppelHet first creates the person and only then starts the hire, so a rejected hire does not leave an untraceable person behind.
- A hire in Workday needs a position or organisation. A Recruitee vacancy does not have one, so per vacancy we record which position belongs to it. If it is missing, KoppelHet stops with a notice rather than guessing.
- KoppelHet looks at the type of stage in Recruitee, not its name. A stage called Contract signed or Hired both work, even when recruiters rename it later.
- The candidate number from Recruitee goes to Workday. If the same candidate comes in again, KoppelHet updates the existing person instead of creating a second one.
- The BSN and Dutch payroll tax details do not come from Recruitee. HR completes them in Workday or in payroll, so they never need to sit in the recruitment system.
- A Dutch probation period goes to Workday as an end date. For that we add a date field to the offer form in Recruitee.
- An integration key in Recruitee has the same rights as the user who creates it. We therefore have it created by a separate integration user with a limited role.
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
Why Recruitee when we could use Workday Recruiting?
That is the organisation's choice. Many Dutch teams already recruit in Recruitee. The integration keeps Workday the source for workers.
Are approvals in Workday skipped?
No. KoppelHet starts the hire; the steps and approvals you configured still apply.
What if the Workday position is already filled?
Then Workday rejects the hire. The hired candidate remains and the notice appears in the platform, so HR can choose another position.
Can salary be included?
Yes, if it is in Recruitee. Many customers prefer HR to enter salary in Workday.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Recruitee is read through the candidate_moved webhook (with old and new stage; only stages with the hire category) and the Recruitee API. The API token has the rights of the creating user and cannot be restricted.
- Workday is written through the Staffing web services. Put_Applicant creates or updates the pre-hire (Recruitee ID in External_Integration_ID_Data); Hire_Employee starts the Hire Employee business process with Position_Reference or Organization_Reference, Hire_Date, Job_Profile_Reference and Probation_End_Date.
- Name in Legal_Name_Data according to the name format per country in the tenant; compensation can be included as a sub-process of Hire_Employee.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Recruitee | Field in Workday | Notes |
|---|---|---|
id (kandidaat) | External_Integration_ID_Data | Prevents a second pre-hire when the same candidate comes in again |
name | Legal_Name_Data (First_Name, Last_Name) | Recruitee has one name field; we split it and place Dutch name prefixes according to the Dutch name format |
emails[0] | Email_Address_Data (privé) | |
phones[0] | Phone_Data | |
Profielveld date_of_birth | Birth_Date | |
Profielveld address | Address_Data | Recruitee provides the address as one text line; we split it into street, house number, postcode and city |
Vacature (offer) | Position_Reference of Organization_Reference | Through a lookup from vacancy to Workday position |
Startdatum (profielveld) | Hire_Date | |
Functie (profielveld) | Job_Profile_Reference | |
Einde proeftijd (profielveld) | Probation_End_Date |
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