Workday Integration

About this integration

With our Workday integration, you can automatically synchronize your Workday userbase with Leapsome - new employees will be added automatically, and leaving employees will be offboarded automatically.

Setting up the Workday integration

If you want to provision your employee data from Workday, please follow these steps:

1. In Workday, create an integration system user (ISU) with a dedicated username and a password. Please make sure that the password never expires - this can be done via the Maintain Password Rules task in Workday.
2. In Workday, set up a custom report with the following properties (exact naming and capitalization are important):
   
   

   Property Name	Description / Possible values
   employeeID	Workday ID of the user
   primaryWorkEmail	Email address, e.g. "[e-mail]"
   firstName	First name, e.g. "Peter"
   lastName	Last name, e.g. "Pan"
   businessTitle	Job title of the user, e.g. "Senior CSM"
   activeStatus	"1" for active users, "0" for deactivated / terminated users
   managerID	Workday ID of the manager of the user
   hireDate	Hire date, e.g. "2018-10-01"
   terminationDate	Termination date, e.g. "2020-01-01"
   dateOfBirth	Date of birth, e.g. "1985-10-01"
   gender	"Male", "Female" or "Not declared"
   location	Office location, e.g. "New York"
   department	Department, e.g. "Marketing"

   
   The report should contain both active and terminated employees. We will automatically request a report in JSON format. Consider removing the terminated employees in the payload once they reach a certain criteria (e.g. include them only 14 days after their termination date. This can be done in the filter criteria in the custom report). 
   
   When created, make sure your ISU can access the report (transfer the ownership of the report to the ISU) via an exposed interface and note down the URL of the report.
   
   
3. In Leapsome, activate the integration by providing the URL to your custom report and the username and password of your ISU. Confirm the setup by clicking 'Update & Synchronize'.

If you enable the option 'Automatically reactivate Leapsome accounts of employees that are marked as active in the source system', Leapsome will automatically reactive a user once the status in Workday of that user got changed back to 'active‘. 

Frequently Asked Questions

Can I delete data in Leapsome through the integration? (e.g. by removing data from a field like 'Department' in the Workday report)

No. Leapsome will update data in a field automatically, as soon as the data in the report has changed. However, this is not the case if there is no data in the respective field in the report.

When enabling the Workday integration, what happens to previously created teams in Leapsome?

If you already created teams manually in Leapsome before switching on the integration, please make sure that the teams you have in Leapsome are spelled exactly like in your HRIS. Otherwise, the integration may add duplicate teams with a slightly different spelling to Leapsome.

Can I sync more Workday attributes than those listed above with Leapsome?

Yes. Please contact Leapsome Support to help set this up. Please let us know the name of the Workday attribute you want to include in the sync as well as the name of the target attribute (Level, Team, Custom Attribute) that it should represent in Leapsome. In case your target value in Leapsome is a Custom Attribute, please also share the ID of that attribute with us. The ID can be found when editing a Custom Attribute in 'Employees'. 

How often does the synchronization run? 

The data will be updated every 24 hours. However, you can also trigger a synchronization manually by visiting your Workday integrations settings in Leapsome and clicking 'Update & Synchronize'. 

Can I exclude certain people from the integration?

Yes. As only the people that are included in your Workday report will be synchronized with Leapsome, you just have to make sure that the people that you want to exclude are not listed in the report.

The properties I have in Workday are not named exactly as required here. How can I edit them?

The properties need to be formatted exactly as stated in the table above for Leapsome to be able to process the data. You can rename the properties when building the report to match this format.