Leave, absence and time
Workday to Everhour integration: approved time off and balances from Workday in Everhour, approved timesheets back to Workday
With an integration between Workday and Everhour, time off approved in Workday appears automatically as time off in Everhour, and each employee gets their leave balance from Workday. Timesheets approved in Everhour go to Workday as reported time, and new or departed workers appear as a worklist for the Everhour admin.
What the integration does
Organisations that manage people in Workday and have project hours booked in Everhour see no Workday time off in Everhour's resource planner, so projects get planned on people who are off. Approved hours reach Workday as an export, and users of departed workers stay in Everhour.
- An employee requests time off in Workday and the manager approves it.
- KoppelHet finds the Everhour user by work email and enters the time off as approved time off in the resource planner.
- Daily, the leave balance per type from Workday is written to the Everhour allocation.
- A new or departing worker in Workday appears as a task for the Everhour admin, because Everhour does not allow users to be created through the API.
- After a timesheet is approved in Everhour, KoppelHet sends the hours per day and project to Workday Time Tracking.
Back: Hours from approved timesheets, per day and project
What to watch for with Workday and Everhour
- Everhour only lets users be read through the API, not created or removed. KoppelHet finds a Workday worker in Everhour by work email and puts new and departing workers on a worklist for the admin. Because Everhour also returns removed users, KoppelHet can see whether a departed worker is really gone there.
- For time off Everhour only knows a full day, half a day, a quarter day or three quarters of a day. Workday can record time off in hours. KoppelHet converts the hours to the portion closest to the employee's working day and notes the rounding in the comment, so the planner sees the exact hours.
- Time off entering Everhour through the API can get the status pending or approved. Because the manager has already approved in Workday, KoppelHet sets the time off to approved straight away. Otherwise leave stays in the planner as a request nobody will handle.
- Everhour keeps leave balances as an allocation in days per user and time off type. Workday calculates balances per plan, sometimes in hours. KoppelHet converts the Workday balance into days daily, based on the employee's working week, and updates the allocation.
- A timesheet in Everhour can be approved, partially approved, rejected or discarded. Everhour sends no notification when a week is approved. KoppelHet therefore fetches the timesheets daily and only sends fully approved weeks to Workday.
- For hours from another system Workday recommends importing reported time blocks, with an incrementing key per row. Everhour supplies time per day in seconds. KoppelHet converts it to hours per day and per project, with the Everhour project as the time entry code in Workday through a mapping table.
- The Everhour API works with a key that belongs to one user and carries that user's rights. For this integration that is an admin account that may see all timesheets and time off types and may approve time off. We agree on that account at the start.
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
Can KoppelHet create new workers in Everhour?
No, Everhour offers no API for that. The admin invites them from the worklist; KoppelHet then links them by email.
What if we do not use Workday Time Tracking?
Then the integration stays with time off and balances. Hours to a finance or project system can be added later as an extension.
What if a week is changed after approval?
Then on the next approval KoppelHet sends only the difference per day and project to Workday.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday through RaaS reports with an Integration System User (workers with work email, Hire_Date and Termination_Date; approved time off entries) and Get_Time_Off_Plan_Balances from Absence_Management. Hours to Workday with Import_Reported_Time_Blocks from the Time_Tracking web service.
- Everhour through the REST API on api.everhour.com with the X-Api-Key header. Users through GET /team/users (including removed ones, with status removed). Time off through POST /resource-planner/assignments/time-off (users, startDate, endDate, timeOffType, timeOffPeriod, status approved); balances through /allocations (days per user and type). Timesheets through GET /timesheets with approval.status (pending, rejected, approved, partial_approved, discarded) and dailyTime in seconds. Rate limit 100 requests per 10 seconds; above that 429 with Retry-After.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Everhour | Notes |
|---|---|---|
Werk-e-mail (Workday) | Everhour-gebruiker (opzoeken op e-mail) | Everhour users are read-only through the API |
Time off entry (goedgekeurd) | Time-off assignment met status approved | |
Time off type | timeOffType | Through a table of Workday types to Everhour types |
Uren per dag van de time off entry | timeOffPeriod (full-day, half-of-day, quarter-of-day, half-and-quarter-of-day) | |
Time off plan balance | Allocation (days) | |
Hire_Date en Termination_Date | Werklijst voor de Everhour-beheerder | |
dailyTime van een goedgekeurde weekstaat (Everhour, terug) | Reported time block via Import_Reported_Time_Blocks | Seconds converted to hours |
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