Recruitment to HR
Teamtailor to Workday integration: from hire in Teamtailor to new worker in Workday
With an integration between Teamtailor and Workday, a candidate hired in Teamtailor is automatically created in Workday and the hire starts, on the right position and with start date, location and job. Dutch hires no longer lag behind because an HR coordinator first has to find time to enter them by hand.
What the integration does
International employers that recruit worldwide in Teamtailor and manage all workers in Workday create the pre-hire in Workday by hand after a hire and look up the right position. Where local HR does not pick it up straight away, hires lag behind.
- The recruiter marks the application as hired. If you use Teamtailor onboarding, it starts too, with start date and work email.
- KoppelHet fetches application, candidate, job and onboarding.
- The candidate then appears in Workday as a pre-hire, a hired candidate who has not started yet.
- KoppelHet starts the hire on the position that belongs to the job, with start date, location and job profile.
- Workday runs the approvals you have configured. Errors show up in the KoppelHet platform.
What to watch for with Teamtailor and Workday
- With Teamtailor onboarding the start date and work email are already in Teamtailor. If you do not use it, the start date comes from the offer or an extra field.
- KoppelHet records in Workday which application led to the hire, not just which candidate. If someone applies again later and is hired again, that is a new hire.
- Divisions in Teamtailor can restrict locations to part of the organisation. For each division we record which Workday company belongs to it, so a Dutch hire does not end up under a German entity.
- Workday first creates the hired candidate and only then starts the hire. If that second step fails, KoppelHet can retry without creating a duplicate person.
- Teamtailor limits the number of requests per short period. After an assessment day with many hires, KoppelHet spreads the requests instead of letting notices fail.
- For Dutch hires the BSN and payroll tax details are not sent from Teamtailor. HR completes them in Workday during the hire, or Dutch payroll does.
- If an application is rejected after the hire, KoppelHet reports it to HR. Rescinding a hire in Workday remains a separate process.
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
Does this work for all countries or only the Netherlands?
For every country where you recruit in Teamtailor and have a position in Workday. Required data in Workday can differ by country.
Do we need Teamtailor's onboarding?
No. With onboarding the start date and work email are already there; without it we capture them in the offer or extra fields.
Are approvals in Workday skipped?
No, the hire runs through the process with your own steps.
What if a job has no position in Workday?
Then the integration stops with a notice. HR creates the position or assigns an organisation, and the hire goes through after all.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Teamtailor is read through the job_application.update webhook to a stage of type hired and the Teamtailor API (job-applications, candidates, jobs, onboarding add-on with start-date and work-email, job-offers). Teamtailor has a rate limit per short period.
- Workday is written through the Staffing web services. Put_Applicant creates the pre-hire (job application ID in External_Integration_ID_Data, Legal_Name_Data, Email_Address_Data, Phone_Data); Hire_Employee starts the Hire Employee business process with Hire_Date, Location_Reference, Position_Reference or Organization_Reference and Job_Profile_Reference.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Teamtailor | Field in Workday | Notes |
|---|---|---|
job-application id | External_Integration_ID_Data | Per application, because a candidate can apply more than once |
first-name | Legal_Name_Data: First_Name | |
last-name | Legal_Name_Data: Last_Name | |
email | Email_Address_Data (privé) | |
Onboarding: work-email | Email_Address_Data (zakelijk) | |
phone | Phone_Data | |
Onboarding: start-date | Hire_Date | Otherwise the start date from the job offer |
location (vacature) | Location_Reference | |
department en role | Position_Reference of Organization_Reference | Through a lookup table |
Functie (role of custom field) | Job_Profile_Reference |
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