Integrate Workday with TravelPerk

• You need a Pro or Premium account to use this feature

Workday is a leading provider of enterprise cloud applications for HR. Their applications have been adopted by thousands of organizations worldwide and across industries, including more than 50% of the Fortune 500 companies. 

The Workday integration

The Workday integration makes it easy for you to import your whole employee directory into the TravelPerk platform and manage user accounts, including:

• User provisioning - onboarding and offboarding - from your employee directory
• Auto-filling employee profile information on TravelPerk
• Manual triggers to sync new employees and archive those who left
• Fully automated sync between Workday and TravelPerk
• Automated account setup, such as adding Cost Centers and Approval processes

Important information

• To disable the Workday integration, follow the instructions on Manage integrations.
• If you have any questions or need assistance setting up the integration, contact your Account Manager. 

Enable the Workday integration

You need to be an Admin on TravelPerk and Workday to enable the integration following these steps:

1. Create an Integration System User (ISU)

1. Log in to your Workday Admin account
   
2. In the search bar, enter and select the Create Integration System User task
3. Enter a username and password, then click OK - the passwords cannot contain &
   
   

Search for the Maintain Password Rules task and add the newly created Integration System user name to the System Users exempt from the password expiration list. This will ensure that the password doesn’t expire.

 

2. Create a Security Group and Assign an Integration System User

1. In the search bar, enter and select the Create Security Group task
2. Click OK
3. For the Type of Tenanted Security Group, select Integration System Security Group (unconstraint)
4. Enter a name and click OK
   
   
   
   
5. In the Name field, enter the same name you entered when creating the ISU in the first section and click OK
   
   
   

3. Configure Domain Security Policy Permissions

1. For the integration to work successfully, TravelPerk needs to be able to sync the following data fields:
   
   

   Mandatory	Optional (recommended)
   First name	Date of birth
   Last name	Work contact number
   Work Email	Gender
   Start date	Cost Center
   Termination date	Manager (for approval workflow)
   Employment status	Company (legal entity)
   	Employment Type

   
   
2. In the Security Group, edit the Domain Security Policy Permissions and add the following GET operations to give TravelPerk access to the data required for the integration:
   
   

   Parent Domain	Subdomain
   Person data: Personal Data	Person Data: Date of birth Person Data: Gender Person Data: Personal Information
   Person Data: Work Contact Information	Person Data: Work Address Person Data: Work Email Person Data: Work Phone
   Staffing	Worker Data: Workers Worker Data: All Positions Worker Data: Current Staffing Information Worker Data: Public Worker Reports Worker Data: Employment Data Worker Data: Organization information

4. Activate Security Policy Changes 

1. In the search bar, enter and select Activate Pending Security Policy Changes
   
   
   
   
2. Add a comment about the changes in the security policy
   
   
   
   
3. Review the security policies and approve the changes
   
   

5. Obtain the Web Services Endpoint for Workday Tenant

1. In the search bar, enter and select Public Web Services
2. Hover over and click the three dots to access the menu
   
   
   
   
3. Select Web Services and then click View WSDL
   
   
   
   
4. At the bottom of the page, you'll find the host. Copy the website address until /service - the last character should be x - for example, https://wd5-services1.myworkday.com/ccx. You need to input this URL into the free text box in the next section. 
   
   
   

6. Setting up the integration between Workday and TravelPerk

1. Go to Account settings
2. Select Integrations
3. Find the Workday integration and click Set up
   
   
   
   
4. Click Enable
   
5. On the pop-up, authorize TravelPerk to have read access to some of your data on Workday by clicking Continue
   
   
   
   
6. Enter the Web Services Endpoint URL you copied in Step 4 of the previous section and click Submit
   
   
   
   
7. Enter the Integration System User name and password that you created in the first section and click Submit
   
   
   
   
8. Enter your Workday Tenant name. To find the name, sign in to Workday and check the URL. Enter the word at the end of the URL. For example, If your URL is https://wd5-services1.workday.com/acme, then enter acme.
   
   
   
   
9. Click Skip for now
   
   
   
   
10. Click Finish Setup
    
    
    

Make sure to exempt the ISU Account from Multi-factor authentication (MFA) and Single-sign on (SSO).

7. Configure the Workday Integration on TravelPerk

After you connect the integration, you will be taken to the page to configure the Workday integration within TravelPerk.

1. Decide if you want to sync All employees or Selected employees - you can filter Selected employees by Cost Centre, Company or Employment Type
   
   
   
   
2. Decide if you want to sync full employee data or select employee details
   
   - Full employee data - all mandatory and optional data will be synced.
   
   - Select employee details - you can select Sex, Date of Birth, Contact number and Line Manager.
   For Line Manager approvals to work correctly, you must select Line Manager.
   
   
   
   
3. Decide if you want to use Companies Matching - you can automatically assign all Companies or selected Companies. The Company must already be set up in TravelPerk using the exact entity name in Workday.
   
   
   
   
4. Decide if you want to enable the Cost Center sync - if Cost Centers don’t exist when syncing, they will be created automatically. Users will be assigned to their specific cost center as reflected in Workday.
   
   
   
   
5. To set up Line Manager approvals, follow the instructions in section 9 at the bottom of this article - Set up Line Manager approvals.
   
6. Click Save & Sync and the settings will be applied. The first synchronization will happen automatically.
   
   

8. Manual sync and turning on Auto Sync

On the Workday Integration Settings page, you can Run Manual Sync, which will import the latest data. 

Once you are happy with how the manual syncs work, click Turn on Auto sync to enable daily automatic syncs from Workday.

If there were any errors during the sync, you can download the XLS log to receive more details. For more information, see Understanding the Integration Sync Log. 

Synced employees are indicated with the Sync icon on the People page.

9. Set up Line Manager approvals

If you want to set up automated approvals that send approval requests directly to a traveler's manager, you need to create an approval process following these steps:

1. Go to Account Settings
2. Under Travel Management, click Approval processes
3. Click New approval process
4. Under Who should approver their trips?, click the select approver field next to Request approval from and choose Line manager
   
5. Click Create approval process

If a traveler has an approval process assigned, it will always take priority over default approval processes for all travelers.

If the traveler doesn't have a Line Manager assigned, the approval request will be sent to the company Admin.