Overview

When I Work integrates with Workday to increase operational efficiency through some automations. With this integration you can:

• Create and update user records in When I Work based on your users in Workday.
• Create and update time off requests created and approved in Workday.

Requirements

• You must be on a paid When I Work plan.
• You must have a Workday product.
• You must specify what Schedule in When I Work you want Workday mapped to.
• An active integration user profile must exist in the account. This profile occupies a seat in the workplace.

Get started

Use the following high level steps as a guide to help get your account set up.

1. Contact Customer Care about the Workday integration.
2. Complete the Workday Configuration Form that Care provides. The form includes additional steps that help get your account set up and verify information is accurate.
3. Customer Care enables the integration for your When I Work account.

Integration details

Workday user sync to When I Work

The user sync creates and updates users in When I Work based on user profiles created or edited in Workday.

Specifics:

• The user sync occurs daily at 7am EST. This sync can also be manually triggered by our Customer Care Team if needed.
• Create and update users in When I Work based on the Workday Employee ID and the users in Workday that are eligible for the integration..
  • Eligibility is defined based on a combination of preset fields that the user selects:
    • Organization, Employee type, Primary Work Location (Country), custom boolean field created in Workday on the worker record, ‘Eligible for When I Work integration.’
• Users that are terminated in Workday are archived in When I Work.
• The following objects are captured:
  • When I Work Employee ID: Workday Employee ID
  • First Name: Preferred First Name if populated otherwise Legal First Name.
  • Last Name: Preferred Last Name if populated otherwise Legal Last Name.
  • Email: Work email (only populated if field is blank in When I Work)
  • Schedule: Organization, Location, Cost Centre, Job Profile, Division or Region
  • Position: Job Title, Job Profile, Position, or can be assigned in When I Work.
• An email is sent to you if there are not enough available seats in your When I Work account to match all Workday users.

Workday time off requests data sync to When I Work

The time off requests data sync creates and updates time off requests in When I Work from requests made in Workday. Leave of absence records in Workday (STD, LTD, jury duty) are excluded.

Time off request sync occurs daily at 12am EST. This sync can also be manually triggered by our Customer Care Team if needed.

Specifics for users WITHOUT custom-time off in When I Work:

• Sick, Holiday, Personal: Relevant Time_Off_Type_Reference in Workday
  • A user must:
    • Choose a default When I Work “Time Off Type” value to use for Workday “Time_Off_Type_Reference” values that are not mapped to Sick, Holiday or Personal.
    • Select if the Workday “Time_Off_Type_Reference” is Paid – Yes or No (The default value is no)

Specifics for users WITH custom-time off in When I Work:

• Time Off in When I Work: Relevant Time_Off_Type_Reference in Workday.
  • A user must select if the Workday “Time_Off_Type_Reference” is Paid – Yes or No.
  • Each Workday “Time_Off_Type_Reference” is created as a new custom time off request in When I Work if a match is not found, based on case insensitive matching.
  • Custom time off values in When I Work are not automatically removed by the integration.