Lease and mobility
Workday to NS Business integration: Dutch workers in NS Go automatically, with legal entity and end date
With an integration between Workday and NS Business (NS Go), the Dutch workers from Workday appear in NS Go automatically, with work and home address, cost centre and the right legal entity. A departure that HR records ahead of time in Workday is also ready in NS Go ahead of time, so the NS-Business Card stops on the last working day.
What the integration does
Anyone who manages workers in Workday and has Dutch colleagues travel with NS Go loads new colleagues into NS Go with an Excel file and checks by hand after a move or departure whether the subscription is still right. NS Go then holds people who have already left and misses people who have already started.
- HR completes the hire in Workday of a worker at a Dutch company.
- KoppelHet selects only workers of the Dutch companies and puts them in the file for the daily NS Go import.
- The next day the worker is in NS Go under the right legal entity and cost centre, and can request the NS-Business Card.
- If the worker moves house or starts working at another location, NS Go receives the new home or office address.
- As soon as HR completes a termination in Workday, NS Go receives the end date, even if it is weeks in the future.
What to watch for with Workday and NS Business
- NS Go produces the CO2 report for work-related mobility per Chamber of Commerce number. In Workday a legal entity is called a company and there is no Chamber of Commerce number on each worker. KoppelHet links every Dutch company to the legal entity in NS Go, so the trips count in the right report.
- Workday also holds workers in other countries, who do not get an NS-Business Card. The integration only passes on workers of the Dutch companies, so colleagues abroad do not end up in NS Go and their personal data does not leave Workday.
- In Workday HR often completes a termination weeks before the last working day. NS Go can show a departure ahead of time, such as 'leaving in 5 days'. KoppelHet therefore sends the end date straight away, not only on the day itself.
- An NS-Business Card arrives within ten working days, sometimes after approval. A new worker who is in Workday with a future start date therefore goes to NS Go as soon as the hire is completed.
- A new home or office address can mean that a Trein Vrij or Traject Vrij subscription no longer fits. Workday records the office as a location; KoppelHet sends the address of that location as the office address to NS Go, so the worker gets the notification about their subscription.
- NS Go produces an export per period with costs per pay code for payroll processing. In an international organisation the Dutch payroll usually does not run in Workday itself. That export then belongs with the Dutch payroll provider, not with this integration.
- Workers cannot change their personal data in NS Go themselves; NS Go refers them to HR. Workday therefore stays the only place where name and address change, and the integration passes the change on the next day.
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
Why not just keep uploading the NS Go Excel file?
Manual user management in NS Go works with an Excel template that HR fills in. With the integration Workday leads, changes go along every day and nobody has to keep track of who is leaving.
Do workers abroad go to NS Go as well?
No. Only workers of the Dutch companies go along. If someone from abroad works in the Netherlands for a longer period, we agree how that shows in Workday.
Do travel costs go back to Workday too?
Usually not. Costs per pay code belong with Dutch payroll processing. If that runs outside Workday, it can become a separate integration from NS Go to payroll.
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 under an Integration System User, on completed business processes (Hire, Change Job, Change Home Contact Information, Terminate), filtered on Dutch companies.
- According to NS, NS Go supports a daily import of a data file or a direct API connection for joiners, leavers, role and address. NS publishes no technical API documentation; file format and fields are agreed per customer with NS.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in NS Business | Notes |
|---|---|---|
Employee_ID | Personeelsnummer | Fixed key; NS Go only shows this number in exports |
Preferred_Name (voornaam en achternaam) | Voornaam en achternaam | |
Werk-e-mail | E-mailadres | For the invitation and sign-in |
Business_Title | Functie | |
Home address (primair) | Thuisadres | |
Location (adres) | Kantooradres | |
Cost_Center | Kostenplaats | |
Company | Juridische entiteit | Through a table from Workday company to Chamber of Commerce number |
Hire_Date en Termination_Date | Start- en einddatum dienstverband |
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