Lease and mobility
Workday to Athlon integration: Dutch lease drivers from Workday at Athlon, with address, work email and leaving date
With an integration between Workday and Athlon, workers of the Dutch companies with a lease entitlement automatically go to Athlon and the fleet manager as drivers, with home address, work email and cost centre. When HR completes a departure in Workday, Athlon and the fleet manager receive the last working day straight away, so returning or handing over the car is arranged in time.
What the integration does
Anyone who manages workers in Workday and has Dutch colleagues drive an Athlon lease car emails new drivers to the fleet manager and sometimes only hears about a departure after the last working day. The driver then has to report a move or new work email to Athlon again themselves.
- HR records in Workday that a new worker of a Dutch company is entitled to a lease car.
- KoppelHet sends the driver with home address, work email, company and cost centre to Athlon and the fleet manager, even if the start date is still in the future.
- A new home address or changed work email in Workday goes to Athlon the next day.
- With long-term leave the fleet manager gets an alert with the expected end date.
- When HR completes a termination, Athlon and the fleet manager receive the last working day straight away.
What to watch for with Workday and Athlon
- According to Athlon, a driver who stops reports this to the fleet manager, who informs Athlon. In Workday HR often completes a termination weeks ahead, with a separate last working day. KoppelHet passes that last working day on straight away, so the fleet manager does not have to wait for the driver.
- A driver reports a move to Athlon in MyAthlon or by email to the Driver Desk, from their work address and including the registration number. With the integration the home address in Workday is leading and the worker only has to report the move in one place.
- If the email address at Athlon is wrong, the driver must have it changed through the Driver Desk. KoppelHet already sends the work email from Workday with the registration, so the driver is known to Athlon with the right address from day one.
- According to Athlon the fuel or charging card arrives just before or just after the car is delivered. If a new worker is in Workday with a future start date, they go to Athlon as soon as the hire is completed, so car and card can be there on the first working day.
- Workday also contains workers outside the Netherlands and contingent workers. KoppelHet only sends workers of the Dutch companies with a lease entitlement to Athlon; contingent workers only if the lease policy also applies to them.
- According to Athlon, what happens to a lease car during long-term leave is set out in the employer's lease policy. Workday records whether someone is on leave and until when it is expected to last. KoppelHet passes that on to the fleet manager, who decides according to their own policy.
- In an international organisation Dutch payroll usually runs outside Workday. Taxable benefit and employee contribution for the lease car then belong with Dutch payroll; this integration only arranges who is known to Athlon as a driver.
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 the integration also order the car?
No. Choosing and ordering the car stay with the fleet manager and the driver. The integration makes sure Athlon has the right details.
Do cars and odometer readings come back into Workday?
Not in the first version. They usually belong with Dutch payroll. A monthly check of cars against active workers can be added later as an extension.
What if a worker moves to a location abroad?
Then they fall outside the Dutch companies and Athlon and the fleet manager receive the transfer date, so the car can be returned or handed over.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday is read with a RaaS report on change date under an Integration System User that only sees the Dutch companies, supplemented with fields from Get_Workers (Human Resources) such as Termination_Last_Day_of_Work, On_Leave, Estimated_Leave_End_Date and the distinction between employee and contingent worker. The field for the lease entitlement differs per tenant.
- Athlon publishes no API documentation for employer integrations. The connection on the Athlon side is agreed per customer with Athlon; the fleet manager receives alerts by email or in the KoppelHet platform.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Athlon | Notes |
|---|---|---|
Employee_ID | Personeelsnummer berijder | Fixed key |
Preferred_Name | Naam berijder | |
Werk-e-mail | Zakelijk e-mailadres | For MyAthlon and the Driver Desk |
Home address (primair) | Adres berijder | |
Company en Cost_Center | Werkgever en kostenplaats bij Athlon | Table from Workday company to Athlon customer |
Termination_Last_Day_of_Work | Einddatum berijder | |
On_Leave en Estimated_Leave_End_Date | Melding aan wagenparkbeheerder |
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