Leave, absence and time
Workday to Protime integration: workers and contracts to local time registration, absence back
With an integration between Workday and Protime, workers at the sites that use Protime reach Protime automatically, with contract hours, organisation, location and employer on the effective date from Workday. Absence approved in Protime goes back to Workday as time off, so headquarters sees in Workday who was absent.
What the integration does
Organisations that manage workers in Workday and register attendance and shift work in Protime create every new employee in Protime by hand and sometimes miss a transfer to another shift team. Absence only exists in Protime, so reports in Workday are incomplete.
- HR completes a hire in Workday for a worker at a company that uses Protime.
- KoppelHet creates the person in Protime with a contract based on the scheduled hours and the default work week from Workday.
- Organisation, location, job and employer go into Protime's history, on the effective date from Workday.
- The worker clocks in Protime and requests leave there. Once the absence is approved, KoppelHet enters it as time off in Workday.
- On a termination the person gets an end date in Protime, so no hours can be booked afterwards.
Back: Approved absence per day as time off
What to watch for with Workday and Protime
- In the Protime API absence and counters can only be read. Approved leave from Workday therefore cannot be entered automatically as absence in Protime. In this setup employees request leave in Protime, and the approved absence goes to Workday.
- For every contract Protime asks for both the contract hours and the hours of a full-time work week. Workday has the scheduled and the default weekly hours for that. This way the part-time factor of a Belgian four-fifths and a Dutch 32-hour week comes out the same in both systems.
- Workday allows changes with an effective date in the past. Protime keeps department, job, location and employer as history with a start date, and an existing entry can be moved to another date. A transfer HR enters late therefore still lands on the right day in Protime.
- A Workday tenant also contains workers in countries without Protime. KoppelHet only sends workers of the companies that use Protime, and sets the company as employer in Protime, so the local payroll export per employer stays correct.
- Without a fixed key Protime silently creates a second person when a request is retried. KoppelHet passes the Workday Employee ID as an external reference, so Protime refuses a duplicate person.
- Time off in Workday runs through its own request process with approval. KoppelHet enters absence already approved in Protime in Workday, and we configure that process so the manager does not have to approve twice.
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
Can leave approved in Workday go to Protime?
Not through the Protime API, because absence can only be read there. We therefore make Protime the place for leave requests and send the absence to Workday. If HR wants to keep leave in Workday, we discuss with Protime which import option exists.
Do the clocked hours also go to Workday?
Not in the first setup. The hours go from Protime to local payroll. Hours in Workday can come later as an extension, if you use Workday Time Tracking.
What happens on a rehire?
The Workday Employee ID stays the same. KoppelHet uses it to find the existing person in Protime and gives them a new contract, instead of creating a second person.
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 Employee_ID, Hire_Date, Termination_Date, Scheduled_Weekly_Hours, Default_Weekly_Hours, Supervisory_Organization, Location and Company), filtered on the companies using Protime. Absence goes back through Enter_Time_Off in the Absence_Management web service, which uses the Request Time Off process.
- Protime through the Protime API (v1) with OAuth 2.0 client credentials and scopes per collection. POST people with externalReferenceIdentifier (409 on an existing reference), POST contracts (contractHoursInMinutes and fullTimeEquivalentInMinutes between 1 and 5999, numberOfDaysInContractPeriod a multiple of 7) and the history for department, job, work-location and employer.
- Absence is read through webhooks or delta on absences, with approvalLevel Approved as the condition. Absences have no write scope in Protime.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Protime | Notes |
|---|---|---|
Employee_ID | employeeNumber en externalReferenceIdentifier | Fixed key; prevents a second person on a retried request or rehire |
Preferred_Name / Legal_Name | firstName, lastName | |
Hire_Date en Termination_Date | inServiceDate en outOfServiceDate | |
Scheduled_Weekly_Hours | contractHoursInMinutes | Converted to minutes |
Default_Weekly_Hours | fullTimeEquivalentInMinutes | |
Supervisory_Organization | department-history | With the effective date from Workday |
Location | work-location-history | |
Company | employer-history | |
Absence definition (terug) | Time Off Type | Through a translation table per absence code |
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