Leave, absence and time
Workday to Planday integration: employees, contract hours and leave balance per site in scheduling
With an integration between Workday and Planday, every worker from Workday appears automatically in the right Planday portal, in the right department and employee group and with their contract hours. Departures, transfers and the leave balance from Workday reach Planday too, so site managers schedule with headquarters' data.
What the integration does
Organisations that manage workers centrally in Workday and schedule per site in Planday have each site re-enter new colleagues in Planday. A transfer only comes through if the old manager remembers, and the leave balance in Planday differs from what Workday shows after approved holiday.
- HR completes the hire in Workday, with location, job profile and hours per week.
- Based on the country and location, KoppelHet picks the Planday portal and department and creates the employee there.
- The job profile determines the employee group, and the hours per week become a contract rule in Planday.
- On a transfer the employee moves to the new department or portal, on the effective date from Workday.
- Leave balances from Workday are compared with Planday daily; a difference is posted as a correction to the vacation account. After the last working day the employee is deactivated in Planday.
What to watch for with Workday and Planday
- In Planday only the portal is globally unique. An employee ID can occur again in another portal. If the organisation runs a portal per country or per brand, KoppelHet records per employee which portal they are in, so a transfer between countries does not produce a duplicate employee.
- Planday links pay rates to employee groups, while Workday records pay per worker. The job profile from Workday therefore determines the group. The schedule then calculates with the labour cost that belongs to the job, without the salary leaving Workday.
- A contract rule in Planday can hold hours per week, per month or per year. Workday supplies hours per week. KoppelHet picks per country the contract rule that fits how the site schedules.
- Planday accepts 750 requests per minute per portal. On the first load of a portal with hundreds of employees, KoppelHet spreads the work and waits after a refusal until the counter has reset.
- Planday does not take over a vacation balance as a fixed number, but it does accept transactions on the vacation account. KoppelHet compares the balance from Workday with Planday and posts only the difference, with a description that refers to the Workday request.
- Social security number, bank account and date of birth each require a separate permission in Planday. The integration does not request them. Scheduling does not need them, and in Workday they stay with HR.
- Workday records changes with an effective date, including future ones. A transfer as of the first of next month only shows in the new department on that date, so the old manager can keep scheduling until then.
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 worked hours from Planday also go back to Workday?
Usually not, because pay is processed locally per country. The hours then go to local payroll per site. That can be added later as an extension.
What if a job profile has no employee group in Planday yet?
Then the employee is not created and an alert appears in the platform. The site creates the group or the table is extended, after which the next round creates the employee.
Does this work with several Planday portals?
Yes. Each portal grants its own permission to the integration. KoppelHet decides based on country and location in Workday which portal an employee goes to.
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 location, job profile, weekly hours and dates) and with Get_Time_Off_Plan_Balances from the Absence Management web service for balances. Access through an Integration System User with its own security group.
- Planday is written through the Planday Open API with OAuth 2.0 (authorization code flow, one refresh token per portal, X-ClientId header). Employees through the HR API, contract hours through PUT on contractrules per employee, balance corrections as a transaction through the Absence API. Limit 20 requests per second and 750 per minute per portal, and 2000 per minute per client.
- Worked hours from Planday go to local payroll through the Payroll API, not to Workday. That flow can be added later as an extension per country.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Planday | Notes |
|---|---|---|
Employee_ID | Medewerker in Planday, sleutel portalId + employeeId | The Workday number sits in a custom field; Planday IDs are only unique within one portal |
Legal_Name / Preferred_Name | firstName, lastName | |
Werk-e-mail | email en userName | |
Location | Portaal en departments | Through a table of Workday locations to Planday portals and departments |
Job_Profile | employeeGroups | Through a mapping table; the group also determines the pay rate in Planday |
Scheduled_Weekly_Hours | Contractregel (contractrules) | |
Hire_Date | Startdatum medewerker | |
Termination_Date | Deactivering | |
Time off plan balance | Transactie op de vakantierekening (Absence API) | Only the difference, not the whole balance |
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