Lease and mobility
Workday to Lease a Bike integration: only Dutch workers from Workday lease a bike, leavers blocked in time
With an integration between Workday and Lease a Bike, only workers of the Dutch companies who are active in Workday can lease a bike, and Lease a Bike receives a departure with the last working day as soon as HR completes it in Workday. HR also gets an alert if a temporary contract ends before the 36-month bike contract.
What the integration does
Anyone who manages workers in Workday and offers Dutch colleagues a lease bike through Lease a Bike approves every application in the portal without seeing straight away whether someone is still employed or has a temporary contract. A departure only reaches Lease a Bike if HR remembers to pass it on.
- After the hire in Workday, a new worker of a Dutch company becomes a user at Lease a Bike, under the bike scheme of their company.
- When the worker applies for a bike, the employer approves it in the portal; KoppelHet has already reported whether the contract ends within 36 months or probation is still running.
- If the worker goes on leave for longer than three months, HR gets an alert.
- When HR completes a termination, Lease a Bike receives the last working day and the user is blocked on that day.
- On departure HR gets an overview of that worker's running bike contracts.
What to watch for with Workday and Lease a Bike
- Lease a Bike has the employer approve every registration in advance, and optionally again after the order. Because only active workers of the Dutch companies from Workday get a user, the approver only sees applications from people who are really employed.
- A bike contract at Lease a Bike runs for 36 months. For a temporary appointment Workday records the expected end date. If it falls within the bike's term, the approver gets an alert, so HR knows in advance that a transfer or termination will be needed on departure.
- According to Lease a Bike, on departure the bike contract can move to a new employer or a colleague, or stop on dismissal, resignation or long-term illness of more than three months. KoppelHet passes on the last working day as soon as HR completes the termination in Workday, so there is time to make that choice.
- Workday records leave with a start date and an expected end date. If a leave lasts longer than three months, HR gets an alert, because long-term illness can be a reason to stop the contract at Lease a Bike. Whether that happens is HR's decision.
- At Lease a Bike the employer decides who pays: the employer, the worker or both. If the Dutch companies in Workday have different schemes, KoppelHet places every worker under the scheme of their company.
- Lease a Bike provides a monthly export of all bikes for payroll, with taxable benefit and the deduction where applicable. In an international organisation Dutch payroll usually does not run in Workday, so that export belongs with the Dutch payroll provider and not with this integration.
- Since 2020 an employer may offer the lease bike to every worker. If the organisation still wants to wait for the end of probation, KoppelHet uses the probation end date from Workday and reports an application that comes in before then to the approver.
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 taxable benefit and deduction go to Workday?
No. They belong with Dutch payroll. The monthly Lease a Bike export goes there.
Is an application approved automatically?
No. The employer approves in the Lease a Bike portal. The integration only provides the information from Workday that helps with that.
What happens to the bike when someone leaves?
HR chooses a route at Lease a Bike with the worker, such as a transfer to a new employer or a colleague. The integration makes sure the leaving date is known in time.
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, with fields from Get_Workers (Human Resources) such as End_Employment_Date, Probation_End_Date, Termination_Last_Day_of_Work, On_Leave and Estimated_Leave_End_Date.
- Lease a Bike publishes no API documentation. How users are offered to and blocked at Lease a Bike is agreed per customer with Lease a Bike.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Lease a Bike | Notes |
|---|---|---|
Employee_ID | Personeelsnummer | Fixed key |
Preferred_Name | Voornaam en achternaam | |
Werk-e-mail | E-mailadres gebruiker | |
Company | Werkgever en fietsregeling | Table from company to scheme |
End_Employment_Date | Melding bij einde contract binnen 36 maanden | |
Probation_End_Date | Melding zolang de proeftijd loopt | Only if the own scheme requires it |
Termination_Last_Day_of_Work | Blokkeren gebruiker |
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