The Workday integration syncs approved time off and leaves of absence from Workday into Assembled. Data flows one way: from Workday into Assembled. Assembled does not send schedule or time off changes back to Workday.
This article explains what the integration does, what to expect day to day, and how to troubleshoot common issues. For initial setup, see our Workday setup guide.
In this article:
- How does the Workday integration work?
- What data syncs from Workday?
- Can I sync holiday codes from Workday?
- What does the integration control?
- How are agents matched between Workday and Assembled?
- How does the integration handle time zones?
- What happens when credentials change?
- What if the integration stops working?
- How do I reconnect the integration?
How does the Workday integration work?
Assembled connects to Workday using Reports-as-a-Service (RaaS) endpoints. On each sync, Assembled pulls report data from Workday and creates or updates time off in Assembled.
Syncs run every 15 minutes. Newly approved time off usually appears in Assembled within that window.
What you need in Workday
To connect Workday and Assembled, your Workday team provides three RaaS report URLs:
| Report | Required? | Purpose |
|---|---|---|
| Worker details (employee map) | Required | Maps Workday workers to Assembled agents |
| Time off details | Required | Syncs approved time off |
| Leave of absence details | Optional | Syncs leaves of absence |
The integration authenticates with a Workday Integration System User (ISU) username and password. That account must have permission to run the RaaS reports above.
Ready to connect? Follow our Workday setup guide.
What data syncs from Workday?
Time off
- Approved time off requests sync into Assembled and appear on agent schedules.
- Pending or submitted requests in Workday (for example, status Submitted or Sent Back) do not sync as approved time off.
- If a request is canceled or removed in Workday, the corresponding time off in Assembled is updated or canceled on a later sync.
- Time off types from Workday (for example, PTO, sick leave) map to event types in Assembled. If a type does not exist yet in Assembled, it is created automatically.
Leaves of absence
- If you configure the optional leave of absence RaaS URL, approved leaves sync into Assembled as time off events.
- Leave dates use the effective date and estimated or actual last day of leave from Workday.
What does not sync
- Holiday codes or company-wide holidays
- PTO balances or accruals (those stay in Workday)
- Schedule changes made only in Assembled (the integration does not write back to Workday)
Can I sync holiday codes from Workday?
No. The Workday integration does not sync holiday codes or company-wide holidays.
To manage holidays in Assembled, add them manually in your schedule settings, or contact support@assembled.com to discuss your requirements. Include what you track in Workday and what you want to see in Assembled.
What does the integration control?
The integration keeps agent schedules aligned with approved time off and leave in Workday. When time off syncs successfully, it blocks that time on the agent's schedule in Assembled.
The integration does not:
- Enforce PTO caps or balances (Workday remains the system of record for accruals)
- Approve or deny time off requests in Workday
- Change data in Workday
If time off is missing or schedules look wrong
- Confirm the person exists in both systems. The agent must exist in Assembled and be linked to their Workday worker record. Check the People management page in Assembled.
- Confirm the request is approved in Workday. Only approved time off syncs.
- Allow time for the sync. Approved requests usually sync within 15 minutes. If the person was recently added to Assembled or Workday, agent matching can take up to 24 hours (see below).
- Check the time off type. Unusual or blank time off types from Workday can affect how events appear in Assembled. Share the Workday time off type with support if something looks unexpected.
How are agents matched between Workday and Assembled?
Time off syncs only for agents who are linked to a Workday worker ID.
Assembled uses the worker details RaaS report to match people by primary work email. The email in Workday should match the email on the agent's Assembled user profile.
If a new hire's time off is not syncing:
- Confirm they appear in the worker details report in Workday.
- Confirm their email in Workday matches their Assembled profile.
- Allow up to 24 hours for automatic matching after they are added.
If those checks don't resolve it, contact support@assembled.com. You can also associate agents manually using a CSV upload if your account supports it.
How does the integration handle time zones?
It depends on whether Workday sends a date only or specific start and end times.
Full-day time off (date only)
Full-day requests are placed on the schedule using:
- The agent's time zone in their Assembled user profile, if set
- Your company's default time zone, if the agent has no time zone set
Partial-day time off (with start and end times)
If your Workday reports include start time, end time, and time zone, Assembled uses those values to place the event at the correct times.
If time off appears at the wrong time
- Check the agent's time zone in their Assembled user profile.
- Confirm the time off request in Workday has the expected dates and times.
- Contact support@assembled.com if you need to change your company's default time zone.
What happens when credentials change?
The integration stops syncing if Workday credentials or report access change. Assembled uses the ISU username and password to call your RaaS endpoints.
Common causes:
- Password reset or rotation for the integration user
- Username change
- Security policy updates
- Permission changes on the ISU or reports
After credentials change, contact support@assembled.com with updated credentials so we can reconnect the integration. See How do I reconnect the integration? below.
What if the integration stops working?
If time off has stopped syncing, check these causes first:
| Cause | What to check |
|---|---|
| Credential changes | Password, username, or ISU lockout |
| Workday availability | Outages or maintenance in Workday |
| Permissions | ISU still has access to all required RaaS reports |
| Report URLs | RaaS endpoints were moved, renamed, or regenerated |
Troubleshooting steps
- Ask your Workday admin whether credentials, permissions, or report URLs changed recently.
- Confirm Workday is not in an outage or maintenance window.
- Note when syncing last worked and which agents or requests are affected.
- Email support@assembled.com with those details. We can check sync logs and connection status on our side.
How do I reconnect the integration?
Our support team handles reconnection — just email support@assembled.com with:
- Updated username (ISU)
- Updated password
- Employee map URL (worker details RaaS endpoint)
- Time off URL (time off details RaaS endpoint)
- Leave of absence URL (optional, if you use leave of absence sync)
- What changed (for example, password rotation, new reports, or when sync stopped)
- Examples of affected agents or request IDs, if available
Our team will re-authenticate the connection and confirm that syncs resume.
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