HR to ERP
Workday to Rydoo integration: workers as Rydoo users with branch, group and approver
With an integration between Workday and Rydoo, every worker from Workday automatically gets a Rydoo account in the branch of their company and the group of their cost centre, with their manager as expense approver. Rydoo offers its own Workday connector for this; KoppelHet comes in when your rules go further than that standard.
What the integration does
Organisations that manage workers in Workday and run expense claims through Rydoo maintain Rydoo users with a CSV upload. A transfer in Workday as of the first of the month only reaches Rydoo when someone does the upload, and expenses from the time in between land on the old cost centre.
- KoppelHet fetches the workers changed in Workday, for the companies that use Rydoo.
- A new worker becomes a Rydoo user in the branch of their company and the group of their cost centre.
- The manager from Workday becomes approver; if they are not in Rydoo yet, KoppelHet creates the manager first.
- A transfer goes to Rydoo on the effective date from Workday, so expenses from that day fall on the new group.
- After a termination KoppelHet sets the user to inactive after the last working day.
What to watch for with Workday and Rydoo
- On a group change through the upload, Rydoo sets the end date of the old group and the start date of the new one to the day of the upload, not to the effective date. KoppelHet therefore sends a transfer on the effective date from Workday, and tells finance if HR entered it retroactively.
- Through the upload a user in Rydoo can only be in one group; more groups are done by hand. Anyone split across two cost centers in Workday gets the group of the primary cost center in Rydoo, and the split stays with finance.
- In Rydoo the email address is the unique key, also outside your own account. If an address already exists in another Rydoo account, for example from a previous employer, Rydoo rejects the user. KoppelHet lists that worker instead of retrying.
- In Rydoo the branch is the highest level and stands for a legal entity. A Workday tenant often has companies that do not use Rydoo; KoppelHet only sends workers of companies with a branch and reports the rest.
- A new active user gets an activation email from Rydoo. With a start date weeks ahead it would come too early; KoppelHet therefore only sets the user to active shortly before the start date. With SSO the customer can have Rydoo switch the activation email off.
- Rydoo calculates commuting mileage with a fixed distance per user. That distance is not in Workday. KoppelHet leaves that field empty, so the employee or finance fills it in Rydoo and a later run does not overwrite it.
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 expenses go back to Workday?
Not in this integration. Rydoo exports expenses to accounting; reimbursement through payroll can be added later as an extension.
What happens to expenses of someone who leaves?
KoppelHet only sets the user to inactive after the last working day. Finance then settles open expenses in Rydoo.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday through a RaaS report on change date with an Integration System User (Employee_ID, work email, Company, Cost_Center, Manager, Location, Hire_Date, Termination_Date).
- Rydoo through the Users API (one user per POST, so allow for rate limiting; PUT to update or disable; email, firstName and lastName required; groupId, refId, country, languageCountryCode, enabled) and the approval flow endpoints. An initial load can go through the SFTP user import (CSV with Emailaddress, BranchID, GroupID, Active).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Rydoo | Notes |
|---|---|---|
Werk-e-mail | Emailaddress | Unique key in Rydoo |
Preferred_Name | Firstname en Lastname | |
Employee_ID | userID (refId) | Comes back in the exports to finance |
Company | BranchID | Through a table from company to branch |
Cost_Center | GroupID | |
Location (land) en voorkeurstaal | Country en Language | Country sets time zone and distance unit |
Manager | Goedkeurder | |
Termination_Date | Active = 0 |
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