Lease and mobility
Workday to Shuttel integration: Dutch workers from Workday in Shuttel automatically
With an integration between Workday and Shuttel, every worker of the Dutch organisation in Workday gets a Shuttel account in the right user group automatically, so they can request a mobility card in time. On the last day of work from the termination process in Workday the worker is deregistered in Shuttel, and colleagues in other countries never end up there.
What the integration does
Organisations that manage workers in Workday and offer business mobility through Shuttel in the Netherlands add new colleagues to Shuttel from an Excel list. People who leave or move to a location abroad sometimes stay in Shuttel for weeks.
- HR completes the hire in Workday for a worker at a Dutch company, even if the start date is weeks away.
- KoppelHet sees the new worker and uses a lookup on job, organisation or location to decide which Shuttel group they belong to.
- The worker is in Shuttel with employee ID, name, work email, group and manager.
- On a job change, move to another location or long leave, the worker moves to the matching group.
- On the last day of work from the termination process the worker is deregistered in Shuttel.
What to watch for with Workday and Shuttel
- Workday holds workers in every country, but the Shuttel card works on Dutch public transport. KoppelHet only passes on workers of a Dutch company or location. Anyone who moves to a location abroad is deregistered in Shuttel on the effective date of that transfer.
- On a termination Workday records a separate last day of work next to the end date. If it falls earlier, for example when someone is released from duty, KoppelHet deregisters on that last day of work, so no more commuting trips are charged to the employer.
- A termination or job change can be entered in Workday retroactively. KoppelHet then processes the change straight away and tells HR that trips after the effective date may already be on Shuttel's monthly invoice.
- Workday tracks per worker whether they are on leave, with a start and estimated end date. Whether someone moves to a group without commuting allowance during, for example, parental leave is agreed per leave type. After returning, the worker gets their old group back.
- Workday distinguishes between employees and contingent workers. KoppelHet only includes contractors if your mobility policy also applies to them, and then in a Shuttel group of their own.
- Allowances from Shuttel belong in the local payroll system, where pay is calculated. This integration only decides who is in Shuttel.
- Shuttel can have registrations approved by the manager. KoppelHet passes on the manager of the supervisory organisation in Workday. If that manager is in another country and not in Shuttel, we agree an approver in the Netherlands.
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 the travel and working-from-home allowances go back to Workday?
No. They belong in the Dutch payroll system, where pay is calculated.
What if someone from a location abroad works in the Netherlands temporarily?
KoppelHet looks at the company and location in Workday. For temporary exceptions we keep a short list that HR manages itself, so that worker still reaches Shuttel.
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, with an Integration System User that only sees the Dutch companies. Fields from the Human Resources web service (Get_Workers) include Termination_Last_Day_of_Work, On_Leave, Leave_Start_Date, Estimated_Leave_End_Date and Business_Site_Summary_Data, plus the distinction between employee and contingent worker.
- Shuttel publishes no public API documentation; the connection on the Shuttel side is agreed per customer.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Shuttel | Notes |
|---|---|---|
Employee_ID | Personeelsnummer | Fixed key, also on rehire |
Legal_Name / Preferred_Name | Voornaam en achternaam | |
Werk-e-mail | E-mailadres | For the invitation to the app and Mijn Shuttel |
Company en Business_Site | Werkgever | Only Dutch companies and locations are passed on |
Job_Profile, Supervisory_Organization | Gebruikersgroep | Through a lookup HR maintains |
Manager | Leidinggevende | For the approval step in Shuttel |
Hire_Date | Startdatum | |
Termination_Last_Day_of_Work | Afmelden | |
On_Leave, Leave_Start_Date, Estimated_Leave_End_Date | Gebruikersgroep tijdens verlof | Only if agreed per leave type |
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