ShLeave, absence and time
Workday to Shiftbase integration: workers, contract hours and approved leave in the schedule
With an integration between Workday and Shiftbase, new hires, contract hours, transfers and departures from Workday reach Shiftbase automatically, with the right contract type and team. Leave approved in Workday appears in the schedule, so planners do not schedule anyone who is off.
What the integration does
Anyone managing workers centrally in Workday with sites scheduling in Shiftbase retypes new hires and contract changes in Shiftbase. Leave approved in Workday is not in the schedule, so someone on leave is scheduled anyway.
- HR completes the hire in Workday, with location, hours per week and the pay rate type.
- KoppelHet creates the employee in Shiftbase, with a contract that starts on the effective date from Workday.
- The pay rate type determines the contract type, hourly or fixed hours; the location determines the team.
- An employee requests leave in Workday. After approval it appears as absence in Shiftbase.
- On a job change KoppelHet closes the old contract and starts a new one; after a termination the contract ends on the last working day.
What to watch for with Workday and Shiftbase
- Shiftbase calculates plus and minus hours for fixed-hours contracts, based on the contract hours. Workday records hours per week and can change them retroactively. KoppelHet then puts the new contract into Shiftbase with that date too, so the balance is recalculated from the right week.
- A contract type in Shiftbase determines whether someone is hourly or on fixed hours, and which surcharges apply. Workday has a pay rate type per worker, hourly or salaried. KoppelHet picks the contract type from that, so a salaried employee does not get hourly-worker surcharges.
- Workday distinguishes time off, such as vacation, from a leave of absence, such as maternity leave. Both make someone unavailable. KoppelHet puts time off into Shiftbase as absence per day and a leave of absence as one long absence with a start and end date.
- Absence in days instead of hours is only available in Shiftbase on the Premium plan, and per leave type it is one or the other. If a Workday time off plan counts in days and the Shiftbase type in hours, KoppelHet converts using that day's schedule.
- Workday records a future transfer before it takes effect. Shiftbase works with contracts with a start and end date. A transfer to another site next month thus becomes a new contract in the other team that only starts on that date, so the current site can keep scheduling until then.
- If leave in Workday is withdrawn after it was already in the schedule, KoppelHet removes the absence again, so the shift can be filled.
- Workday gives the leave balance per time off plan. Shiftbase builds up the balance itself with an accrual factor. KoppelHet sets the balance from Workday as the opening balance at the start of the year, and after that Shiftbase keeps it up to date with the leave coming from Workday.
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 employees also request leave in Shiftbase?
It can, but then there are two places for leave. In the smallest setup employees request in Workday and Shiftbase only shows the result. Leave from Shiftbase back to Workday can be added later as an extension.
What if a Workday location has no team in Shiftbase?
Then the contract is not created and an alert appears in the platform. The planner creates the team or the table is extended.
Is pay data sent from Workday to Shiftbase?
Only the pay rate type, for the contract type. The hourly wage only comes along if you want to see labour cost in Shiftbase; we decide that at the start.
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 RaaS reports on change date, one for workers (location, pay rate type, weekly hours, dates) and one for approved time off and leaves of absence. Balances through Get_Time_Off_Plan_Balances from the Absence Management web service. Access through an Integration System User with its own security group.
- Shiftbase is written through the Shiftbase API with an API token for the Public API, for employees, contracts, teams and absence. The API has a request limit; KoppelHet spreads the first load.
- Worked hours go from Shiftbase to local payroll, not to Workday. That flow is separate from this integration and can be added later as an extension.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Shiftbase | Notes |
|---|---|---|
Employee_ID | Personeelsnummer (Shiftbase) | Fixed key |
Legal_Name / Preferred_Name | Voornaam en achternaam | |
Werk-e-mail | E-mailadres en uitnodiging | |
Location | Team (contractafdeling) | Through a table of Workday locations to Shiftbase teams |
Pay_Rate_Type | Contracttype (uurloner of vaste uren) | |
Scheduled_Weekly_Hours | Contracturen per week | |
Effective date van de job change | Begindatum nieuw contract, einddatum oud contract | |
Goedgekeurde time off (type, datum, aantal) | Afwezigheid met afwezigheidstype | Time off type translated to an absence type |
Time off plan balance | Startsaldo verlof | Once a year |
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