Please contact the Assembled team at support@assembled.com if you’re interested in using this Workday integration!

What does it do?

The integration syncs in time off and leave that’s been approved in Workday to agent schedules in Assembled.

Setting up in Workday

Our Workday integration relies on Workday’s Reports-as-a-Service (RaaS) functionality.

Setting up the RaaS endpoints

Usually, a Workday admin will complete this step.

We’ll need you to create two or three RaaS endpoints for us, depending on whether or not you’d like to sync in Leave of Absence as well.

Here are some cursory details about the endpoints we'll need. For full specifications, please refer to the PDF exports from Workday that are attached at the bottom of this page.

• [Required]: Worker details
  • We use this endpoint to associate People in Assembled with their corresponding Worker in Workday.
  • workdayID
  • primaryWorkEmail
• [Required]: Time off details
  • eventWorkdayID
    • This is the transaction ID that workday assigns to the time off instance.
  • workdayID
    • This is the ID of the employee who is taking the time off.
  • date
  • unitOfTime
  • quantity
  • status
• [Optional]: Leave of absence details
  • Note that we will need all leave of absence (including past leave of absence) to be returned here — this is necessary for us to be able to detect canceled instances of leave of absence.
  • eventWorkdayID
    • This is the transaction ID that workday assigns to the leave instance.
  • workdayID
    • This is the ID of the employee who is taking the leave of absence.
  • Effective_Date
  • Last_Day_of_Leave_-_Estimated
  • Last_Day_of_Leave_-_Actual

Once you’ve created the three endpoints, please reach out to the Assembled team with the username, password, and paths of the RaaS endpoints that you’ve made. We’ll handle the rest of setup on our end.

Limitations

• Right now, this integration is read only, and changes that you make in Assembled will not be reflected in Workday. The intended workflow is: agent submits request into Workday, Workday admin approves the request, the request appears on the agent’s Assembled schedule under the requested time off type.
• After time off or leave has been approved, it will take up to 15 minutes to sync into Assembled. 
• Once an event is synced in from the HR platform, it won’t be editable inside of Assembled.
• 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.
• 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.

Partial time off

Note that 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. To handle this missing information, we use a separate flow for partial-day time 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 in Assembled.