Thanks to the integration with Workday, our Premium and Pro customers no longer need to manually manage their users' accounts. Forget about remembering to onboard or offboard employees - Travelperk and Workday will work in sync.
This article provides you with step-by-step guidance on how to integrate your company's Workday account with TravelPerk.
Estimated time - 30-60mins
What Workday does
Workday is a leading provider of enterprise cloud applications for human resources, helping customers adapt and thrive in a changing world. Workday applications for human resources have been adopted by thousands of organizations around the world and across industries—from medium-sized businesses to more than 50% of the Fortune 500.
What is this integration for?
- Fully automated user provisioning (onboarding and offboarding) from an employee directory in Workday;
- Auto-enrichment of employee profiles info in TravelPerk;
- Automated account setup (e.g. Cost Centers, or Supervisor Approvals).
Who can use this integration?
This integration is available to all TravelPerk Premium and Pro users.
Please note that you need admin access to both Workday and TravelPerk in order to set up the integration.
Integration set-up guide
Before linking your Workday account, we'll need to make sure that the correct permissions are enabled. Below are some detailed steps for granting permissions. Steps One through Five are done within your Workday portal.
Step One: Create an Integration System User (ISU)
1.1 In your Workday portal, log into the Workday tenant.
1.2 In the Search field, type Create Integration System User.
1.3 Select the Create Integration System User task.
1.4 On the Create Integration System User page, in the Account Information section, enter a user name, and enter and confirm a password.
1.5 Click OK.
Note: You'll want to add this user to the list of System Users to make sure the password doesn't expire.
Step Two: Create a Security Group and Assign an Integration System User
Now, add this Integration System User to a Security Group:
2.1 In the Search field, type Create Security Group.
2.2 Select the Create Security Group task.
2.3 Click OK.
2.4 On the Create Security Group page, from the Type of Tenanted Security Group pull-down menu, select Integration System Security Group (unconstraint).
2.5 In the Name field, enter a name.
2.6 Click OK.
2.7 On the Edit Integration System Security Group (Unconstrained) page, in the Name field, enter the same name you entered when creating the ISU in the first section.
2.8 Click OK.
Step Three: Configure Domain Security Policy Permissions
💡 For the integration to work successfully, TravelPerk needs to be able to sync the following data fields
|
Mandatory |
Optional (recommended) |
|
First name |
Date of birth |
|
Last name |
Work contact number |
|
Work Email |
Gender |
|
Start date |
Cost Center |
|
Termination date |
Manager (for approval workflow) |
|
Employment status |
Company (entity) |
|
|
Employment Type |
3.1 In the Security Group, you will need to edit the Domain Security Policy Permissions and add the following GET operations which will provide TravelPerk access to the data required to successfully integrate:
|
Parent Domain |
Subdomain |
|
Person data: Personal Data |
Person Data: Date of birth |
|
Person Data: Work Contact Information |
Person Data: Work Address |
|
Staffing |
Worker Data: Workers |
It should look like this in Workday:
Step Four: Activate Security Policy Changes
4.1 In the search bar, type "Activate Pending Security Policy Changes"
4.2 There will then be a summary of the changes in the security policy that needs to be approved
4.3 After reviewing policies, approve the pending security policy changes in order to activate them.
Step Five: Obtain the Web Services Endpoint for Workday Tenant
We'll need access to your specific Workday web services endpoint:
5.1 Search in Workday for Public Web Services.
5.2 Open Public Web Services Report.
5.3 Hover over Human resources and click the three dots to access the menu.
5.4 Click Web Services > View WSDL.
5.5 Navigate to the bottom of the page that opens and you'll find the host.
5.6 Copy everything until you see highlighted in green above until /service (the last character should be x). This should look something like https://wd5-services1.myworkday.com/ccx You will need to input this URL into the free text box at step 6.4.
Step Six: Setting up the integration between Workday and TravelPerk
6.1. If you haven't yet logged into your TravelPerk account, do it now, and click on Integrations under the Account settings in the upper menu or follow this link.
6.2. Find Workday in the list of integrations and click on Set up.
6.3. On the Workday page that opens up next, click the Enable button.
6.4. You will immediately see a pop-up window detailing the Read permissions TravelPerk will access from Workday. Click on Continue.
Workday URL: Enter the Web Services Endpoint you generated at Step 5.6 into the pop-up window and click submit.
User ID: Enter the Integration System User name for the user created in Step One.
Password: Enter the Integration System User password for the user created in Step One.
Workday Tenant Name: Enter your Workday Tenant name. Example: If you sign in at "[https://wd5-services1.workday.com/acme](https://wd5-services1.workday.com/acme)", enter "acme".
**Important**
- The password used cannot contain an "&" sign.
- Please make sure to exempt the ISU Account from Multi-factor authentication (MFA) and Single-sign on (SSO)
6.5 Next, you will see a pop up which states “Sync fields between TravelPerk and Workday”. Please select ‘Skip for now’.
6.6 Great job! You’re all set
Step Seven: Configure the Workday Integration
Once step 6 is complete, you will automatically be redirected to the Workday Integration page in TravelPerk to configure the data you would like to sync from Workday.
7.1. Who do you want to sync?
There is the option to sync All employees or Selected employees. If you select all employees, every active employee will be synced. If you choose Selected employees, you are able to filter employees by Cost Center, Company, Employment Type and/or Worker Type.
Refer to images below for examples of values that can be selected for each filter:
Cost Centre Type filter: This filter would list out the different departments based on the Cost Centre [ID][Name] that are available on Workday
Company filter: This filter would list out the different entities based on the entities that are available on Workday.
Employment Type filter: FULL_TIME, PART_TIME
Worker Type filter: Contingent Worker, Employee
Any user that matches the filter conditions that are selected will sync from Workday to Travelperk.
7.2. What information should be synced?
If you chose sync full employee data, TravelPerk will sync all fields (mandatory and optional) including date of birth, contact number and gender. There is also the option to select employee details to sync from the optional data fields.
7.3. Companies Matching (Optional)
TravelPerk can automatically assign employees to companies synced from Workday. You will have the option to automatically assign all companies or selected companies only.
!! Please note that the company must already be set up in TravelPerk using the exact entity name that is in Workday!!
7.4. Cost Centers (Optional)
TravelPerk can sync cost center information from Workday and assign employees to the relevant cost center. The cost centers synced will be a combination of the ID and Name.
If Cost Centres already exist on the platform, please make sure that the name of the Cost Centre on TravelPerk matches the combination name of the [Cost Centre ID][Cost Centre Name]. Example: If the cost center [ID][Name] on Workday is “155 Finance” then you will need to edit the Cost Centre name on TravelPerk to reflect the same. If the names do not match exactly, a new cost center will be created.
7.5. Approval Process (Optional - Pro Feature)
TravelPerk customers on a Pro Plan can enable the automation of approval process based on line manager. If enabled, employees would be automatically assigned to their line managers approval group (“Manager” in Workday) for travel approval.
Once ready, Click “Save & Sync” where you will be automatically redirected to the Workday Integration settings page and your first sync will automatically run.
Step Eight: Turn on "Auto Sync"
Below you can see the status of the synchronization under Last imports. If there were any errors during the sync, you will be able to receive more details by downloading the XLS log.
click on “Turn on Auto sync” to enable daily automatic syncs from Workday. You wouldn’t have to worry anymore about remembering to provide or revoke access to Travelperk!
That's it! Now you can see all the synced 🔄employees in your TravelPerk account:
FAQ
What does Workday do? Should I get this HR system?
Workday is a leading provider of enterprise cloud applications for finance, HR, and planning. Founded in 2005, Workday delivers financial management, human capital management, and analytics applications designed for the world’s largest companies, educational institutions, and government agencies. Organizations ranging from medium-sized businesses to Fortune 50 enterprises have selected Workday.
Do I need to be a Workday customer to use this integration?
Yes it’s necessary to be a customer of Workday