Leave, absence and time
Workday to Quinyx integration: workers, contract hours and approved time off automatically in scheduling
With an integration between Workday and Quinyx, every worker from Workday appears in Quinyx automatically, in the right site, with contract hours and an agreement, so planning can schedule them. Approved time off and leaves of absence from Workday arrive in Quinyx as absence, and time off balances as balances in the Quinyx app.
What the integration does
Anyone using Workday as HR system and building schedules in Quinyx has managers create new employees in Quinyx by hand, often only after they have started. Time off approved in Workday is not in the schedule, and a change of hours only reaches planning when the employee brings it up.
- HR records a new worker in Workday, with position, location and hours per week.
- KoppelHet creates the employee in Quinyx, in the site that belongs to the location, with a role and an agreement based on the contract type.
- A change of hours or transfer in Workday goes to Quinyx with its effective date, even if it is in the future.
- Approved time off and leaves of absence appear as absence in the schedule; balances are shown in the Quinyx app.
- After termination KoppelHet sets the last working day in Quinyx, so the employee can no longer be scheduled after that.
What to watch for with Workday and Quinyx
- Workday holds the standard working week for the position and the worker's scheduled hours. Quinyx calculates contract hours from a full working week and a percentage. KoppelHet sets the standard week as the full working week in the agreement and converts the scheduled hours to that percentage.
- Quinyx does not schedule anyone without an agreement. Contingent workers in Workday often have no hours or pay. KoppelHet gives them their own agreement template based on the Workday worker type, or leaves them out of Quinyx if you do not schedule them there.
- Workday distinguishes between time off and leaves of absence, such as maternity leave. Both become an absence in Quinyx, but with their own absence type, so the planner sees when someone is coming back.
- Which absence types an employee may get in Quinyx depends on their agreement template. KoppelHet requests them per employee before booking time off from Workday, so a leave type is not silently rejected.
- A transfer that takes effect next month in Workday becomes a new role in the new site in Quinyx with that start date. KoppelHet closes the role in the old site on the day before, because Quinyx does not do that itself when the home site changes.
- Workday keeps the same employee ID on rehire. In Quinyx that is the badge number, so a former employee who returns gets their existing profile back instead of a second one.
- Workday calculates time off balances per plan and per country. Quinyx shows balances on trackers and has a separate statutory balance for the Netherlands. KoppelHet puts each Workday plan on the matching tracker, so Dutch and Belgian employees see their own balance.
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
Does Quinyx not offer its own Workday integration?
Quinyx mentions integration services for Workday covering employee data, timesheets and balances, and agrees the approach per customer. We did not find an off-the-shelf app with fixed features. KoppelHet is an option if you also connect other systems from Workday and want one place for logging and support.
Do worked hours go back to Workday?
Usually not: the hours go to local payroll. If payroll runs in Workday, a flow of hours back can be added later as an extension.
What if a Workday location has no site in Quinyx yet?
Then the employee is not created and an alert appears in the platform. Planning creates the site or completes the translation table, after which the next round still creates the employee.
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 Get_Workers (Human_Resources) or a RaaS report on change date, including Scheduled_Weekly_Hours, Default_Weekly_Hours and Full_Time_Equivalent_Percentage per position. Balances through Get_Time_Off_Plan_Balances (Absence_Management); approved time off and leaves of absence through a report.
- Quinyx is written with employees through the Employees API v3 (POST /hr/v3/employees, lookup on badgeNumber) and roles through /hr/v3/role-assignments with startDate and endDate. Agreements through wsdlUpdateAgreementsV2 (extTemplateId, fullEmploymentHrs, employmentRatesAdd), termination through wsdlUpdateEmployees (leaveDate), balances through wsdlUpdateTimeTrackers.
- Absence through the v2 Absences API; valid absence types per employee through GET /v2/absence-types/groups/{groupId}/employees/{employeeId}. Quinyx v3 uses OAuth 2.0 client credentials with separate v3 credentials and a one-hour token.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Quinyx | Notes |
|---|---|---|
Employee_ID | badgeNumber | Fixed key, also on rehire |
Legal_Name / Preferred_Name | personalInformation.firstName, lastName | |
Werk-e-mail | email | |
Location | employment.homeGroupId | Through a table from Workday locations to Quinyx units |
Hire_Date | employment.employmentStartDate | |
Default_Weekly_Hours | fullEmploymentHrs (agreement) | Full working week for the position |
Scheduled_Weekly_Hours | Contracturen (employment rate) | Converted to a share of the full working week |
Worker type en contracttype | extTemplateId (agreement template) | Through a translation table |
Termination last day of work | leaveDate | |
Time off plan balance | Time tracker |
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