Setting up your Workday integration – Assembled
Overview
Our Workday integration syncs approved time off and leaves of absence from Workday → Assembled, improving schedule accuracy and streamlining work.
Please note:
- The below instructions will require a Workday admin to complete.
- Please contact the Assembled team at support@assembled.com if you need any help along the way
Setting up the Workday integration
Before we can connect Assembled to your Workday account, there are some settings you'll need to configure inside of Workday.
Follow the steps below to get everything set up, and then contact support@assembled.com to finish the integration.
Part 1: Create an Integration System User (ISU)
Our Workday connection uses a Integration System User (ISU) inside of Workday, which gives us the visibility needed to see your agent's time off.
Log into the Workday environment you'll be integrating with Assembled and in the search bar, type Create Integration System User.
On the Create Integration System User page, enter account information, and save.
- Things to note: - Assign a clear username such as Assembled_ISU
- The &, <, and > characters cannot be included in the password
- Leave the Require New Password at Next Sign In box unchecked
- Leave Session Timeout Minutes to 0
- Things to note: - Assign a clear username such as Assembled_ISU
Add the user to the list of System Users so the password doesn’t expire by searching, Maintain Password Rules.
From there, add the new user you just created to the System Users exempt from password expiration field.
Part 2: Create a Security Group and add the ISU
A security group in Workday is a collection of users who share the same security permissions, granting them access to specific tasks, reports, or data.
This will ensure that the Assembled integration user (ISU) will only have access to what's needed for the integration to function.
- In the search bar, type Create Security Group and select the first item.
- On the Security Group page, from the Type of Tenanted Security Group field, select: Integration System Security Group (Unconstrained)
- Add a name (e.g., Assembled_Integration_SG) and click OK.
- In Edit Integration System Security Group (Unconstrained) page, add the ISU from part 1 in the Integration System Users section and click OK.
Part 3: Configure Security Group Permissions
To allow the ISU to access Worker Details, Time Off Details, and Leave of Absence Details, you need to grant View permissions on specific domain security policies.
In the search bar, type Maintain Permissions for Security Group.
Set the Operation to Maintain and the Source Security Group to the Assembled security group, and click OK.
Add the below domain security policies ↓
Worker Details Permissions
Functional Area: Worker Data
Required Domains & Permissions:
- Worker Data: Public Worker Reports → View
- Worker Data: All Positions → View
- Worker Data: Business Title on Worker Profile → View
- Worker Data: Contact Information → View (required for work email retrieval)
Time Off Details Permissions
Functional Area: Time Off and Leave
Required Domains & Permissions:
- Time Off → View
- Worker Time Off → View
- Time Off Requests → View
- Worker Time Off Correction → View (if tracking corrections)
Leave of Absence Details Permissions
Functional Area: Time Off and Leave
Required Domains & Permissions:
- Leave of Absence → View
- Worker Leave of Absence → View
- Worker Leave Events → View
Part 4: Activate Security Policy Changes
In the search bar, type Activate Pending Security Policy Changes.
Add comments, and click OK.
Check the Confirm box, then click OK again
Part 5: Setting up the RaaS endpoints
Our Workday integration leverages Workday’s Reports-as-a-Service (RaaS) functionality to sync employee time off and leave of absence data with Assembled.
You will need to create two required RaaS endpoints, as well as an optional third endpoint depending on the types of time off you want to sync.
Please ensure all field names are created exactly as shown below to ensure our system can read them correctly.
Worker Details (Required)
This endpoint associates People in Assembled with their corresponding Worker in Workday.
| Field | Definition |
|---|---|
| workdayID | Unique identifier for the worker in Workday |
| primaryWorkEmail | Primary email address of the worker |
Time Off Details (Required)
This endpoint syncs time off requests from Workday to Assembled.
| Field | Definition |
|---|---|
| eventWorkdayID | Transaction ID assigned by Workday for the time off instance |
| workdayID | ID of the employee taking time off |
| date | Date of the time off request |
| unitOfTime | Unit of time (e.g., hours or days) |
| quantity | Amount of time off requested |
| status | Current status of the time off request |
| timeOffType | When provided, time off requests will be added using your existing Event Types in Assembled. If the timeOffType matches an existing event name, we'll add the event using that Event Type. |
Leave of Absence Details (Optional)
This endpoint syncs leave of absence data, including past leave instances, which is necessary to detect canceled leaves.
| Field | Definition |
|---|---|
| eventWorkdayID | Transaction ID assigned by Workday for the leave instance |
| workdayID | ID of the employee on leave |
| Effective_Date | Start date of the leave |
| Last_Day_of_Leave_-_Estimated | Expected end date of the leave |
| Last_Day_of_Leave_-_Actual | Actual end date of the leave |
Part 6: Reach out to the Assembled Team
Once you've set up your ISU and RaaS endpoints, reach out to the Assembled team at support@assembled.com with the following details:
- ISU Username
- ISU Password
- Worker Details RaaS endpoint URL
- Time Off Details RaaS endpoint URL
- Leave of Absence Details RaaS endpoint URL (if you want to sync LOA data)
Our team will finish setting up the integration, and let you know when it's ready to go.
Limitations and Considerations
Our Workday integration is read-only and one-way.
That is, changes made to events in Assembled will not be reflected back to Workday. And we sync only approved time off, not pending requests.
In addition:
- After time off or leave has been approved, it can take up to 15 minutes to sync into Assembled.
- Once an event is synced, it will not be editable inside of Assembled.
- If you’d like to make changes to the synced time off event in Assembled, you’ll need to cancel the original request and create a new request with the new details.
- If a time off request is edited post-approval on the Workday side, the edits will not reflect in Assembled.
- However, if a time off request is cancelled in Workday, it will be removed from their Assembled schedule.
- Once a new agent has been added to Assembled, it will take up to 24 hours before their time off and leave starts syncing in to Assembled.
- Full day time off requests will populate in Assembled based on the agent's timezone that they have set in their user settings page.
- If no timezone is specified, it will default to your company default timezone. Please reach out to support@assembledhq.com if you wish to update your company default timezone.
- Full, multi-day, and leave of absence events are automated to move between Workday and Assembled. Partial-day time off (less than 8 hours) requires manager input for creation and editing. See below section for more details ↓
Partial time off
By default, Workday does not record the specific start or end time of partial-day time off that is requested. So, if an agent requests 4 hours off on a day, Assembled does not know which 4 hours of the day they are taking off.
When Assembled syncs in a time off request that is not a full day request, instead of being added to the schedule, it will appear in the "Pending" section of the time off requests page, visible to all leads, managers, and admins.
On this screen, managers can add the agent's intended start time. Assembled will automatically populate the end time of the time off based on the duration that was specified by the agent in Workday.
Once the manager has added the information and clicked "Update time off request", the request will move to the "Approved" section within Assembled and the corresponding event will be added to the agent's schedule.