Accounts in applications
Workday to Simplicate integration: Dutch workers from Workday as employees in Simplicate
With an integration between Workday and Simplicate, every worker of the Dutch organisation in Workday appears in Simplicate automatically, with manager, team and a timetable based on the scheduled weekly hours. Changes and departures follow the effective date in Workday, so time registration in Simplicate matches the group's HR data.
What the integration does
Dutch consultancies within a group that manages workers in Workday often work with Simplicate for projects and hours. New consultants are created there by hand, sometimes only after they have tracked a week of hours in a spreadsheet.
- HR records a hire in Workday at the Dutch company, with position, manager and scheduled hours.
- KoppelHet sees the worker before the start date and prepares the person and employee in Simplicate.
- The Simplicate timetable starts on the start date, with the Workday hours spread over the working days.
- The Simplicate administrator invites the consultant as a user, so they write hours on day one.
- On a termination the timetable ends on the last working day and KoppelHet asks the administrator to block the user.
What to watch for with Workday and Simplicate
- Workday gives the scheduled hours per week per position, Simplicate wants hours per day. KoppelHet spreads the weekly hours by a rule you choose. Which day someone is off, Workday usually does not know; the office manager sets that day in Simplicate.
- A supervisory organization in Workday can have more than one manager, while a Simplicate employee has one supervisor. KoppelHet chooses by a fixed rule, for example the first manager, and reports organisations with several managers in the platform.
- Workday holds workers from every country in the group, Simplicate only the people who write hours in it. KoppelHet filters on the Dutch company or the Dutch locations, so no licences go to colleagues who never open Simplicate.
- A manager in Workday may work in another country and therefore not be a Simplicate employee. The supervisor in Simplicate then stays empty or the next manager in the Netherlands is used, as the customer chooses.
- Workday distinguishes employees and contingent workers. Freelancers often write hours in Simplicate too, but then also cost a licence. Whether contingent workers come along is agreed per customer.
- A hire is often in Workday weeks before the start date. The employee is then already in Simplicate and can be planned on projects, but their timetable only starts on the start date, so no missing hours appear.
- Workday keeps the moment of entry and the effective date separately. A change of hours entered retroactively gives a new timetable in Simplicate from that effective date, so the hours accounting for those weeks is right.
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 Simplicate become part of our Workday landscape this way?
Simplicate follows Workday, but writes nothing back. Hours and projects stay in Simplicate; the integration only reads in Workday.
Can the job title come along too?
We check that per customer. In Simplicate's public API specification an employee's job title is read-only.
What if someone comes back after a few years?
Because the Workday number is the key, KoppelHet finds the old Simplicate employee and starts a new timetable there, with the old hours history included.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday is read through Workday Web Services (Get_Workers with Updated_From and Updated_Through, contingent workers excluded with Exclude_Contingent_Workers) or a RaaS report, with an Integration System User that only reads. Elements used include Employee_ID, Scheduled_Weekly_Hours, Default_Weekly_Hours and Manager_Reference (zero or more managers of the supervisory organization).
- Simplicate is written through REST API v2 (Authentication-Key and Authentication-Secret headers). First /api/v2/crm/person, then /api/v2/hrm/employee with person_id, supervisor, status and custom_fields, then /api/v2/hrm/timetable with even_week, start_date and end_date.
- Simplicate promises at least 60 requests per minute and returns HTTP 429 above that. For the first load of a large company KoppelHet therefore spreads the calls over several runs. Teams are read-only in API v2; there is no endpoint for users.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Simplicate | Notes |
|---|---|---|
Employee_ID | Eigen veld bij de medewerker (custom_fields) | Fixed key; also on rehire |
Legal_Name / Preferred_Name | first_name, family_name_prefix, family_name (persoon) | |
Werk-e-mail | email (persoon) en werkadres | |
Manager_Reference | supervisor (medewerker) | With several managers, one by a fixed rule |
Supervisory_Organization | teams (persoon) | Through a lookup to existing Simplicate teams |
Scheduled_Weekly_Hours | even_week day_1 … day_7 (rooster) | Spread over the working days by an agreed rule |
Hire_Date | start_date (rooster) | |
Termination_Date | end_date (rooster) |
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