HaHR to ITSM
Workday to HaloITSM integration: users per site and tickets on hire, job change and termination
With an integration between Workday and HaloITSM, every worker from Workday is a user in Halo, on the site of their Workday location, and every completed Hire, Change Job or Termination creates a ticket of the right ticket type. Leavers are set to inactive in Halo rather than deleted, so tickets and assets in their name stay visible.
What the integration does
Organisations that manage workers in Workday and run their IT service desk in HaloITSM get users into Halo through the Entra ID import, but only once IT has created the account. A new colleague therefore has no user and no ticket on day one, and the service desk does not see a move to another site.
- HR completes a Hire in Workday, often weeks before the start date.
- KoppelHet creates the user in Halo, on the site that belongs to the Workday location, with job and department.
- An onboarding ticket is created in the new user's name, with the start date and manager in the text, for the team that arranges laptop and access.
- On a Change Job the user moves to the new site or department and a ticket for access and workplace is created.
- On a Termination an offboarding ticket is created for the last working day. After that KoppelHet sets the user to inactive.
What to watch for with Workday and HaloITSM
- Halo calculates with the site's time zone. KoppelHet assigns a user to the site of their Workday location, so the deadline of a ticket for a site in Poland falls within the Polish working day and not the head office's.
- In Halo, creating a user without an existing Halo ID always creates a new user. KoppelHet therefore looks up the Workday number first. A former worker who returns gets their old Halo user back, with their earlier tickets.
- On a Hire the worker often has no work email yet, because IT creates the account later. If Halo's Entra ID import runs alongside, it fills in the email later on the same user. KoppelHet agrees per field which source leads, so no second user appears.
- According to the API documentation, deleting in Halo also removes the related records. KoppelHet therefore never deletes a leaver but sets them to inactive, so the laptop in their name can still be traced.
- Workday often holds every country, and the initial load can be thousands of users. Halo limits the number of calls per tenant over a five-minute period. KoppelHet only includes the countries of this service desk and spreads the initial load over time.
- A Change Job with a future effective date only moves the user to the new site on that date. The ticket for access and workplace is created straight away, so IT can prepare the move.
- Employees and contingent workers each have their own number range in Workday. In Halo, contingent workers get their own onboarding ticket type, for example accounts only and no laptop.
This integration is also part of joiner, mover, leaver.
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
We already import users from Entra ID into Halo. Why Workday as well?
Entra ID only knows a worker once IT has created the account, and knows nothing about a start date or job change. Workday knows weeks earlier. The Entra ID import can keep running; we record which fields come from Workday.
Which ticket types does the integration use?
The ticket types you have in Halo, for example onboarding, change and offboarding. Per event in Workday we record which type and which team gets the ticket.
Do existing workers get a ticket at go-live?
No. The first run only puts the users right in Halo. Tickets only follow from new events in Workday.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- KoppelHet reads Workday through a RaaS report with a read-only Integration System User, on completed business processes Hire, Change Job and Termination, including future effective dates.
- Halo is written through the Halo REST API with an API application (client credentials, token valid for an hour). POST /Users and POST /Tickets add or update; without an id they create a new record. GET /Users with search, site_id and includeinactive for lookups. DELETE /Users/{id} also removes related objects and is not used. Tickets with tickettype_id, user_id, site_id, summary and details; ticket types through GET /TicketType.
- Halo limits the API to 700 calls per tenant in a rolling 300-second period; above that HTTP 429 follows.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in HaloITSM | Notes |
|---|---|---|
Employee_ID of Contingent_Worker_ID | Eigen veld personeelsnummer (customfields) | Key; with a prefix per number range |
Preferred_Name | firstname en surname | |
Werk-e-mail | emailaddress | Empty on a Hire without an account; filled in later |
Business_Title | title | |
Supervisory_Organization | department | |
Location | site_id | Through a table from location to site |
Hire (startdatum, functie, manager) | Ticket: tickettype_id, user_id, site_id, summary, details | |
Change Job (oude en nieuwe functie, ingangsdatum) | Ticket van het tickettype voor wijzigingen | |
Termination (laatste werkdag) | Offboardingticket, daarna inactive = true |
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