DyLeave, absence and time
Workday to Dyflexis integration: workers, positions and contract hours automatically in scheduling
With an integration between Workday and Dyflexis, the workers of the sites that schedule in Dyflexis come from Workday into scheduling automatically, with a contract per position, the right site, contract hours and end date. Transfers and hours changes that HR records ahead of time in Workday are in Dyflexis on time, so planners no longer retype anything.
What the integration does
Organisations that manage workers in Workday and have their sites schedule in Dyflexis enter every new employee again in Dyflexis. A transfer to another site only reaches scheduling if someone remembers.
- HR completes a hire or change in Workday, also when it only takes effect later.
- KoppelHet selects only workers of employers and locations that schedule in Dyflexis.
- The worker arrives in Dyflexis with a contract per position, with site, contract type and contract hours.
- The first time, an administrator in Dyflexis links the new worker to a Dyflexis employee; after that the integration keeps them up to date.
- On termination or transfer the contract closes on the date from Workday, so the worker can no longer be scheduled at that site afterwards.
What to watch for with Workday and Dyflexis
- Workday contains workers in every country, Dyflexis only those of the sites that schedule there. KoppelHet filters on employer and location in Workday and passes the employer to Dyflexis. The hours that later come out of Dyflexis can therefore go to the right local payroll per employer.
- In Workday a worker can hold an additional position next to their primary job, for example at a second site. Dyflexis supports several contracts under one employee, each with its own reference. KoppelHet turns every Workday position into a contract, so both sites can schedule the same person.
- Workday records the size of a job as scheduled weekly hours against the location's default week. A Dyflexis contract needs hours per week and average days per week. The latter is not standard in Workday, so KoppelHet derives it from the work schedule or from a table per contract type.
- Temps and other contingent workers can have their own number series in Workday, which may overlap with that of employees. Dyflexis recognises an employee by a single reference. KoppelHet gives contingent workers their own prefix, so two people with number 1001 do not merge.
- A Dyflexis contract can include an hourly wage for labour cost in scheduling. Workday often records pay as a monthly or annual amount in the country's currency. By default KoppelHet sends no pay, so compensation stays in Workday; an hourly wage for hourly paid workers can be added later as an extension.
- Workday records a transfer with an effective date, often weeks ahead. Dyflexis contracts have a start and end date. KoppelHet ends the old contract on the day before the transfer and prepares the new contract in advance, so the new site can schedule ahead.
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 worked hours also go back to Workday?
Usually not. Payroll for sites in the Netherlands and Belgium usually runs locally, so the hours from Dyflexis go to that payroll system. That is a separate integration and can be added later as an extension.
Can approved time off from Workday reach the schedule?
The public Dyflexis API has no entry point for supplying time off. That is why time off is not part of this integration. We check with Dyflexis whether it is possible and add it later if so.
What happens to employees already in Dyflexis?
At the start an administrator in Dyflexis links the existing employees to the workers from Workday. After that name, contracts and dates come from Workday.
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, including Employee_ID, Worker_Type, Company, Location, Position_ID, Time_Type, Scheduled_Weekly_Hours, Cost_Center, Hire_Date and Termination_Date. Access through an Integration System User with its own security group, limited to the selected employers.
- Dyflexis is written through POST /api2/external-employees/{employeeReference} (initials, firstName, lastNamePrefix, lastName, email, employmentStart, employmentEnd, personnelNumber, costCenter, employerReferenceId, jobDescription) and POST /api2/external-employees/{employeeReference}/contracts (contractReference, office, type, start, end, hours, days, salary). Both are upserts; scope external_employees. Sites and contract types through GET /api2/offices and GET /api2/contract-types.
- The Dyflexis API works in the time zone of the Dyflexis environment, not in UTC. Dates from Workday are passed as calendar dates.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Dyflexis | Notes |
|---|---|---|
Employee_ID | employeeReference en personnelNumber | Fixed key; for contingent workers with their own prefix |
Legal_Name / Preferred_Name | firstName, lastNamePrefix, lastName | |
Werk-e-mail | email | |
Hire_Date en Termination_Date | employmentStart en employmentEnd | |
Position_ID | contractReference | Each position becomes its own contract |
Location | office | Through a translation table to the Dyflexis site |
Company | employerReferenceId | |
Scheduled_Weekly_Hours | hours | |
Time_Type en werkpatroon | type en days | Contract type and average days through a table |
Cost_Center | costCenter |
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