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 to your Greenhouse contact, 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.
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. This is 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 |
In this model, 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 | In this model, 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.
|
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 for a new hire.
The integration supports the following hire types:
- New Hire
- Rehire
- Internal 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.
The following document types are included in the export:
- Resume
- Cover letter
- Signed offer document
These documents will be delivered to Workday® and automatically categorized on the employee profile. The table below outlines how each document type is mapped from Greenhouse Recruiting to Workday®:
| 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 table outlines which fields are exported to Workday®, based on hire type:
| Greenhouse field | New Hire | Rehire | Internal Transfer |
| First Name | ✓ | ✓ | ✓ |
| Last Name | ✓ | ✓ | ✓ |
| Preferred First Name | ✓ | ✓ | ✓ |
| Email – Personal | ✓ | ✓ | ✓ |
| Applicant Reference | ✓ | ✓ | ✓ |
| Requisition ID | ✓ | ✓ | ✓ |
| Reason ID / Hire Reason | ✓ | ✓ | ✓ |
| Hire Date | ✓ | ✓ | ✓ |
| Worker Sub-Type | ✓ | ✓ | ✓ |
| Employee Type | ✓ | ✓ | ✓ |
| Location ID | ✓ | ✓ | ✓ |
| Position Time Type | ✓ | ✓ | ✓ |
|
Job Profile ID |
✓ | ✓ | ✓ |
| Position ID | ✓ | ✓ | ✓ |
| Employee ID (Contingent worker is not supported) | ✓ | ✓ | ✓ |
| End Date | ✓ | ✓ | ✓ |
| Compensation field (if configured) | New Hire | Rehire | Internal Transfer |
| Annual Base Pay / Hourly Base Pay | ✓ | ✓ | ✓ |
| Currency | ✓ | ✓ | ✓ |
| Pay Frequency | ✓ | ✓ | ✓ |
| Variable Pay Plan | ✓ | ✓ | ✓ |
| Bonus Plan | ✓ | ✓ | ✓ |
| Annual Bonus Target (Amount, %) | ✓ | ✓ | ✓ |
| Commission Plan / Target Amount | ✓ | ✓ | ✓ |
| Recoverable Commission Draw | ✓ | ✓ | ✓ |
| Draw Amount / Duration (Months) | ✓ | ✓ | ✓ |
| Equity and Relocation fields (if configured) | New Hire | Rehire | Internal Transfer |
| Equity / Stock Plan | ✓ | ✓ | ✓ |
| Target Shares / Percent / Amount | ✓ | ✓ | ✓ |
| Relocation Bonus | ✓ | ✓ | ✓ |
| Payment Plan / Scheduled Payment Date | ✓ | ✓ | ✓ |
| Clawback Date / Relocation Bonus Amount/% | ✓ | ✓ | ✓ |