Hire Link for Workday®

Hire Link for Workday® enables teams to seamlessly export new hire data from Greenhouse Recruiting to Workday®, streamlining the transition from offer to onboarding.

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. 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

In the setup, enter your Workday® integration system user (ISU) credentials.

Next, provide your Workday® tenant URL. This can be found in Workday by selecting Organization ID under your profile. The tenant ID typically appears at the end of your login service endpoint. For example, in https://impl.workday.com/greenhouse_test/, the tenant is greenhouse_test.

To update who receives integration-related email notifications, edit the Email field.

Make sure all changes are saved during this setup.

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.

Candidate export

When creating an offer in Greenhouse Recruiting, you’ll see an option to send the new hire’s data to Workday®. The export occurs when the candidate is marked as hired.

The integration supports the following hire types:

• New Hire
• Rehire
• Internal Transfer

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 letter
• Any documents marked as "Other"

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
Other	Other Documents
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	✓	✓	✓
Phone Number	✓	✓	✓
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/%	✓	✓	✓