Hire Link for Workday® enables teams to seamlessly export new hire data from Greenhouse Recruiting to Workday®, streamlining the transition from offer to onboarding.
Note: To enable this integration, contact your Greenhouse Account Manager or Customer Success Manager.
Set up the integration
Create API key
From a Greenhouse Admin account, click the Configure icon on your navigation bar, then click Dev Center on the left.
Click Create new API key and use the following settings:
- API type: Harvest
- Partner: HRIS Link – Connect Greenhouse Recruiting to Workday
- Description: You can enter any description or leave the default
Click Manage permissions and make sure you store the API key before closing this window.
After the API key is created and stored, contact your Greenhouse Account Manager or Customer Success Manager to have the integration enabled. When reaching out, please include the name of the Greenhouse user who should receive email notifications for this integration, such as error alerts.
Open the HRIS Link setup page
After receiving confirmation from your Account Manager, go to Configure > Dev Center > HRIS Link for Workday® in Greenhouse Recruiting.
In the Workday® API row, hover over the row and click Set up.
Provide Workday® credentials
To complete setup, enter your Workday® Integration System User (ISU) credentials.
Note: Need help setting up an ISU in Workday®? See the full setup guide.
Integration configuration
To ensure data is mapped correctly and to prevent validation errors, an Integration Admin must first define your organization's staffing model.
Select one of the following three states from the global configuration toggle:
- All Position Management: For organizations that require a specific "opening" for every hire.
- All Job Management: For organizations that only hire into broader Supervisory Organizations without specific predefined opening(s).
- Hybrid (Dynamic): The default setting. For organizations that use a mix of both models depending on the role.
Save your settings to automatically update the available fields in Greenhouse.
Use the integration
Once the integration is enabled, all necessary fields are automatically created in Greenhouse Recruiting. Dropdown fields will be synced from your Workday® instance.
Staffing model workflows
Depending on your selected configuration, the integration will dynamically handle the Opening ID and Supervisory Organization fields to ensure successful data transfer to Workday.
The following table outlines how to use Greenhouse fields based on your staffing model:
| Staffing model | Supervisory Org field | Opening ID field | Details |
| Position Management | N/A | Required for Workday |
The Opening ID corresponds directly to a specific, predefined position in Workday. Workday requires this ID to successfully process the hire. |
| Job Management | Required for Workday | Not required | Hiring is done into a broader Supervisory Organization rather than a specific "seat" or position ID. |
| Hybrid (Dynamic) | Visible but optional | Required if a Position Management Opening |
Scenario A: If the Supervisory Org is blank, it sends as a Position Management job. Scenario B: If the Supervisory Org is filled, it sends as Job Management and does not pass the Opening ID. |
Candidate export
When creating an offer in Greenhouse Recruiting, you'll see an option to send the new hire's data to Workday®. This export occurs when the candidate is marked as hired. Workday will attempt to create the pre-hire profile then start your new hire business process.
The integration supports the following hire types:
- New Hire
- Rehire
- Transfer
Note: Contingent worker business processes are not supported by Hire Link.
Candidate documents
In addition to exporting structured fields, the Workday® Hire Link integration also supports exporting candidate documents from Greenhouse Recruiting. These documents will be delivered to Workday® and automatically categorized on the employee profile.
| Greenhouse document type | Workday® document category |
| Cover Letter | Candidate Resume and Cover Letter |
| Resume | Candidate Resume and Cover Letter |
| Signed Offer Letter | Offers |
Fields exported to Workday®
The following tables outline which fields are exported to Workday®, based on hire type.
General hire data
| Greenhouse field | New Hire | Rehire | Transfer | Notes |
| Export to Workday? | ✓ | ✓ | ✓ | Should be defaulted to "Yes" for the job > offer field sync to work |
| First Name | ✓ | ✓ | ||
| Preferred Name | ✓ | |||
| Last Name | ✓ | ✓ | ||
| Email Address | ✓ | ✓ | Uses "Personal" email, or first email listed if not present | |
| Workday: Hire Type | ✓ | ✓ | ✓ | Determines which fields display in the Offer Modal. Options: New Hire, Rehire, Transfer |
| Workday: Job Profile | ✓ | ✓ | ✓ | Synced with Job-level Custom Field |
| Workday: Supervisory Organization | ✓ | ✓ | ✓ | Only applicable for Job Management staffing model |
| Workday: Employee Type | ✓ | ✓ | ✓ | |
| Workday: Time Type | ✓ | ✓ | ✓ | |
| Workday: Hire Reason | ✓ | ✓ | ||
| Workday: Location² | ✓ | ✓ | ||
| Workday: End Date | ✓ | ✓ | ||
| Workday: Worker Sub-Type | ✓ | ✓ | ||
| Workday: Applicant ID | ✓ | Workday Applicant or Prehire ID of the Rehire | ||
| Workday: Worker Type | ✓ | Sets the Worker Reference ID Type. Options: Employee, Contingent Worker | ||
| Workday: Existing Worker ID | ✓ | Workday Employee ID of the Transfer | ||
| Workday: Run Now? | ✓ | Recommended to default to "No" | ||
| Workday: Change Job Reason | ✓ | |||
| Workday: Auto Complete? | ✓ | When true, the business process is automatically processed — all approvals are automatically approved, reviews and to-dos are bypassed, and notifications are suppressed | ||
| Workday: Job Profile (job-level)¹ | ✓ | ✓ | ✓ | If set at the job level, all offers on that job will default to this Job Profile |
| Opening ID | ✓ | ✓ | ✓ | Only applicable for Position Management staffing model |
| Hire Date | ✓ | ✓ | ||
| Start Date | ✓ | ✓ | ✓ | For Transfers, sets the "Effective Date" in Workday |
¹ Changing Location or Job Profile requires restriction override on staffing events in Workday
Compensation fields (New Hires & Rehires only)
| Greenhouse field | New Hire | Rehire | Notes |
| Workday: Base Compensation Plan | ✓ | ✓ | |
| Workday: Base Compensation Amount | ✓ | ✓ | |
| Workday: Base Compensation Pay Frequency | ✓ | ✓ | |
| Workday: Variable Pay Plan | ✓ | ✓ | Options: Bonus, Commission |
| Workday: Bonus Payment – Plan | ✓ | ✓ | Displayed when Variable Pay Plan = Bonus |
| Workday: Bonus Payment – Target Amount | ✓ | ✓ | Number field (not currency). Displayed when Variable Pay Plan = Bonus |
| Workday: Bonus Payment – Target Percentage | ✓ | ✓ | "2" is interpreted as .02 (2%). Displayed when Variable Pay Plan = Bonus |
| Workday: Commission Plan | ✓ | ✓ | Displayed when Variable Pay Plan = Commission |
| Workday: Commission Target Amount | ✓ | ✓ | Displayed when Variable Pay Plan = Commission |
| Workday: Recoverable Commission Draw? | ✓ | ✓ | Displayed when Variable Pay Plan = Commission |
| Workday: Commission Draw Amount | ✓ | ✓ | Displayed when Variable Pay Plan = Commission |
| Workday: Commission Draw Duration | ✓ | ✓ | Displayed when Variable Pay Plan = Commission |
Equity fields (New Hires & Rehires only)
| Greenhouse field | New Hire | Rehire | Notes |
| Workday: Equity? | ✓ | ✓ | Determines if equity-specific fields display in the offer modal |
| Workday: Stock Plan | ✓ | ✓ | Displayed when Equity? = Yes |
| Workday: Stock Plan – Target Shares | ✓ | ✓ | Displayed when Equity? = Yes |
| Workday: Stock Plan – Target Percent | ✓ | ✓ | "2" is interpreted as .02 (2%). Displayed when Equity? = Yes |
| Workday: Stock Plan – Target Amount | ✓ | ✓ | Displayed when Equity? = Yes |
One-time payment fields (New Hires & Rehires only)
| Greenhouse field | New Hire | Rehire | Notes |
| Workday: One Time Payments?¹ | ✓ | ✓ | Determines if one-time payment fields display in the offer modal |
| Workday: One Time Payment – Plan | ✓ | ✓ | Displayed when One Time Payments? = Yes |
| Workday: One Time Payment – Scheduled Payment Date | ✓ | ✓ | Displayed when One Time Payments? = Yes |
| Workday: One Time Payment – Clawback Date | ✓ | ✓ | Displayed when One Time Payments? = Yes |
| Workday: One Time Payment – Amount | ✓ | ✓ | Displayed when One Time Payments? = Yes |
| Workday: One Time Payment – Percent | ✓ | ✓ | "2" is interpreted as .02 (2%). Displayed when One Time Payments? = Yes |
¹ Hire Link currently only supports a single one-time payment per hire