Accounts in applications
Workday to HubSpot integration: commercial teams from Workday as HubSpot users, in every country
With an integration between Workday and HubSpot, every new worker in a sales, marketing or service organisation in Workday automatically gets a HubSpot user with permission set, team and the time zone of their location. A termination in Workday closes HubSpot access on the last working day, and a job change adjusts permissions and team on the effective date.
What the integration does
Organisations that manage all workers in Workday and sell with HubSpot often request HubSpot accounts per region through a ticket. Teams in HubSpot stop following the Workday organisation after a restructuring, and meeting pages of salespeople in another time zone show the wrong times.
- HR completes the hire in Workday for a new worker in a commercial organisation.
- KoppelHet creates the HubSpot user with the permission set for the job profile and the team for the supervisory organisation.
- The time zone of the Workday location goes into the HubSpot profile, and the welcome email goes out on the start date.
- A job change or move to another organisation changes permission set and team on the effective date.
- On a termination the manager gets a handover list in advance, and on the last working day access is removed and the seat freed.
What to watch for with Workday and HubSpot
- Workday arranges workers in supervisory organisations with parent organisations. HubSpot teams also support a parent team. KoppelHet only rebuilds the commercial branch of the Workday tree in HubSpot, so a sales director sees the figures of all regions below them.
- In Workday every location has a time zone. HubSpot uses the user's time zone for meeting pages and working hours, and rejects working hours without a time zone. A salesperson in Boston thus gets American times automatically, without setting them up personally.
- The job profile in Workday is the same worldwide, even when the job title differs per country. KoppelHet links the permission set and the paid seat to the job profile, and only puts the local business title in the profile as job title.
- Workday often records a termination weeks ahead. KoppelHet acts on the effective date, not on the moment of entry, and uses the time in between to let the manager hand over the leaver's contacts and deals.
- During a leave of absence the worker stays employed in Workday. KoppelHet then does not remove the HubSpot user, but records the leave period as out-of-office in HubSpot, so leads do not sit with someone who is away for months.
- Workday distinguishes employees and contingent workers. External salespeople or agencies working in HubSpot are often contingent workers in Workday. Per customer we agree whether they also get a HubSpot user and with which permission set.
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 all Workday workers go to HubSpot?
No. Only the supervisory organisations and job profiles we select together. The rest of the organisation does not go to HubSpot and costs no seat.
Can this also be done through Okta or Entra ID?
HubSpot supports SCIM through Okta and through its own SCIM app, for Professional and Enterprise accounts with single sign-on. SCIM does not handle teams, or seats under seat-based pricing; KoppelHet can add those directly from Workday.
What if a restructuring is entered in Workday retroactively?
KoppelHet then corrects the teams in HubSpot straight away.
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 (workers with Job_Profile, Business_Title, Supervisory_Organization, Location, Worker_Type, Leave_Status_Data and Termination_Date) through an Integration System User. The time zone comes from the location's Time_Zone_Reference (Get_Locations in Human_Resources).
- HubSpot is written through the user provisioning API (/settings/users/2026-09: create with sendWelcomeEmail, PUT with roleId, primaryTeamId, secondaryTeamIds and seatNames, DELETE), the Teams API with parentTeamId and the Users API (hs_job_title, hs_standard_time_zone, hs_out_of_office_hours). The API has no deactivate, only remove.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in HubSpot | Notes |
|---|---|---|
Employee_ID | Koppeltabel naar de HubSpot-gebruiker | Fixed key; the same person on rehire |
Preferred_Name | firstName en lastName | |
Primary work email | email | |
Job_Profile_Reference | roleId en seatNames | Through a table per job profile |
Business_Title | hs_job_title | |
Supervisory_Organization | primaryTeamId | Parent organisation as parentTeamId |
Location (Time_Zone_Reference) | hs_standard_time_zone | |
Leave_Status_Data (On_Leave) | hs_out_of_office_hours | |
Worker_Type_Reference | Wel of geen HubSpot-gebruiker | Agreed per customer for contingent workers |
Termination_Date | Verwijderen van de gebruiker |
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