Recruitment to HR
Workable to Workday integration: hired candidates as pre-hire and hire in Workday
With an integration between Workable and Workday, a candidate who reaches the hired stage in Workable automatically becomes a pre-hire in Workday, and KoppelHet starts the hire on the position linked to the job, with start date and job from the accepted offer. A freelancer from Workable becomes a contingent worker in Workday instead of an employee.
What the integration does
Organisations that recruit in Workable and manage workers in Workday retype every hire. After a signed offer HR creates the pre-hire by hand and looks up the position. Freelancers regularly end up in Workday as employees, and accounts are not ready on day one because the hire was started late.
- The recruiter moves the candidate in Workable to the hired stage.
- KoppelHet fetches candidate, job and offer and checks that the offer has been accepted.
- A pre-hire is created in Workday with name, contact details and the Workable candidate number as reference.
- For a permanent or temporary employee KoppelHet starts the hire on the position from the job code; for a freelancer a contract as contingent worker.
- Workday runs the approvals you have configured. An error, such as a filled position, appears in the KoppelHet platform.
What to watch for with Workable and Workday
- A job in Workable has a free field for an internal code. We have recruiters enter the Workday position ID there when opening the job. That way KoppelHet knows for every hire on which position the hire must start, without a separate lookup table someone has to maintain.
- Workday has two kinds of workers, each with its own process. An employee comes in through Hire Employee, a freelancer or temp through a contract as contingent worker. KoppelHet chooses the process based on the employment type of the Workable job.
- Workable only fills in the hire date at the moment the candidate reaches the hired stage. KoppelHet does not use that date as start date in Workday; the start date comes from the accepted offer, so a hire in November starting in January also takes effect in January.
- Workday now calls a hired candidate a pre-hire, but the web service to create one is still called Put_Applicant, so existing integrations keep working. KoppelHet first creates the pre-hire and only then starts the hire, so a rejected hire can be retried without a second person.
- Workable can disqualify a candidate or mark them as withdrawn after they were hired. KoppelHet checks that in the daily round and reports it to HR. Rescinding a hire remains a separate process with its own approval in Workday.
- If the organisation recruits in Workable for several countries, the job location determines the country in Workday. Required data such as the national ID number differs per country; HR completes it in Workday and it does not come from the recruitment system.
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
Do recruiters need to do anything differently?
They enter the Workday position ID as the internal code for a new job, and make sure the offer has a start date. If either is missing, they get a notice before anything happens in Workday.
Are approvals in Workday skipped?
No. KoppelHet starts the hire or the contract; the approvals you configured still apply.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workable through a subscription on candidate_moved with stage_slug hired, signed with X-Workable-Signature. Then GET /candidates/:id (hired_at, disqualified, withdrew), /jobs/:shortcode (code, employment_type, location) and /candidates/:id/offer (state accepted, document_variables, salary). Token with read scopes only.
- Workday through the Staffing web service with an Integration System User. Put_Applicant for the pre-hire (Workable ID in External_Integration_ID_Data), then Hire_Employee (Hire Employee business process with Position_Reference, Hire_Date and Location_Reference) or Contract_Contingent_Worker for freelancers.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workable | Field in Workday | Notes |
|---|---|---|
id (kandidaat) | External_Integration_ID_Data | Recognises a second notification for the same candidate |
firstname en lastname | Legal_Name_Data (First_Name, Last_Name) | Name prefixes according to the country's name format |
email en phone | Email_Address_Data en Phone_Data (privé) | |
code (vacature) | Position_Reference | Recruiters enter the Workday position ID as internal job code |
employment_type (vacature) | Hire_Employee of Contract_Contingent_Worker | Through a table per employment type |
Startdatum (document variable van het aanbod) | Hire_Date of Contract_Start_Date | |
location (vacature) | Location_Reference | Through a lookup table |
Salaris (amount, frequency, currency_iso) | Compensation (subproces) | Only if HR wants it; otherwise HR enters it in Workday |
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