Employee Data Synchronization

  1. Organization Structure Synchronization

The synchronization of the organization structure from Workday to Humanity is the initial component of the employee data sync. The same sync is needed so to reflect the organization/hierarchical structure of the selected organization Hierarchy in Workday to the Group Account Platform (GAP) in Humanity, to which employees and their data will be allocated.

Upon the integration activation and the initial employee sync completion, all the organizations of the selected organization hierarchy in your Workday tenant will be reflected in child accounts in Humanity's GAP.

The integration supports an Employee Data sync for one of the following organization Hierarchy types:

  • Company Hierarchy
  • Cost Center Hierarchy
  • Location Hierarchy
  • Regional Hierarchy

The integration will synchronize only employee data for the specific hierarchy of the selected organization hierarchy type (i.e. company hierarchy is selected as the hierarchy type and XYZ Inc. is selected as the specific organization of the company hierarchy type). 

The organization hierarchy type and the specific organization of that organization Hierarchy type, for which employee data will be synced, cannot be changed once chosen and the integration for those has been activated.

During the integration activation process, you will be able to choose whether to sync the last level of your selected Workday Organization Hierarchy (company/cost center/location/region) to account or location in Humanity. Your selected preference will be permanently saved and cannot be changed. 

If you prefer to sync Workday company/cost center/location/region to location in Humanity, the job profile sync from Workday to humanity has to be activated during the integration setup.

The integration will recognize and synchronize the data from Workday to Humanity upon the following actions:

  • A new organization is created in the selected organization Hierarchy in Workday
  • An existing organization is moved into the selected organization hierarchy
  • An existing organization is deleted/deactivated from the selected organization hierarchy

     2. Employee Data Synchronization Specifics

All workers from Workday will be synced to Humanity as users with “employee” account permissions. To set proper account permissions per user in Humanity, go to staff > access specific employee profile > permissions > account type > choose desired permission level.

The employee match during the initial sync will be by the employee’s Workday ID.

Upon the initial Employee sync, Humanity will automatically create user accounts for all employees that don’t have a Humanity account. Each newly created employee in Humanity will have a status which reflects the employee’s status in Workday. An “Active” status will be set for all employees that are active in Workday and a “Disabled” status will be set for employees that are inactive in Workday. 

If the employee’s status is “Active,” an activation email (for password setup) won’t be sent to the user (employee).

If you would like to send an activation email (for password setup) to a specific, newly-created employee/user in Humanity, you will need to:

  • Set that user’s status in Humanity to “Inactive”.
  • Click on the Staff module and select “Not Activated” from the left side panel
  • Choose one of the available options - “Send Activation Email Now” (or “Manually Activate All” if you would like to send an activation email to all currently inactive users)

The following Employee data will be synced from Workday to Humanity:

  • Legal First Name
  • Legal Last Name
  • Work Phone Number
  • Home Phone Number (only if Work Phone not found)
  • Work Email Address
  • Home Email Address (only if Work Email not found)
  • Employee (Worker) Status
  • Employee (Worker) Hire Date
  • Employee (Worker) Time Zone
  • Employee ID/ Contingent Worker ID

The integration will recognize and synchronize the data from Workday to Humanity upon the following actions:

  • Employees created in Workday
  • Employees information updates in Workday - first name, last name, phone, email, status, time zone change, employee transferred from one organization to another in the same organization Hierarchy
  • Employees deactivated/terminated in Workday

   3. Job Profile Synchronization

The integration supports synchronization of employee’s (worker’s) job profile from Workday, to position in Humanity. The Job profile in Workday is the equivalent to Position in Humanity.

Employees’ (worker’s) Job Profile synced from Workday will be assigned as Position to that Employee’s (worker’s) in Humanity. 

Activating the job profile sync is optional if all your employees (workers) have only one job profile and therefore one position assigned in Workday. 

If your employees (workers) have more than one job profile in Workday, job profile sync is mandatory in order for integration to work properly.

Our recommendation is to activate job profile sync even if you have only single job profile/position employees (Workers), in order to ensure that integration will properly work if you decide to have multiple Job Profile/Position Employees (Workers) at some point in future.

The job profile sync can be activated only when setting up the employee sync configuration for the first time and once enabled, cannot be disabled afterwards. Upon job profile sync activation, the shifts that are being synced from Humanity to Workday will bear information about the Position for which shifts are created.

Shifts, which are created for the job profiles synced from Workday, will be synced from Humanity to Workday. Shifts are created manually in Humanity and don’t sync to Workday.

Positions manually created in Humanity will not be deleted/overridden by the integration with data from Workday. If you delete/change position which is synced from Workday, that data will be overridden with data from Workday with the next sync.

If an employee (worker) doesn't have job profile or a position in Workday or has a position but not job profile, then that employee (worker) will be synced to Humanity, but won't have assigned position. Consequently, shifts created for that employee won't be synced to Workday.

The integration will recognize and synchronize the data from Workday to Humanity upon the following actions:

  • Job profile created and assigned to employee (worker) in Workday
  • Job profile for employee (worker) updated in Workday
  • Job profile unassigned from employee (worker) in Workday

   4. Wage Synchronization

The integration supports the synchronization of an Employee’s (Worker’s) wages from Workday, to base pay for their position in Humanity. The Employee’s (Worker’s) wage data is pulled from Workday and is assigned to the Employee’s (Worker’s) position in Humanity. 

The Wage sync activation is optional and can be done only when setting up the Employee sync configuration for the first time. Once enabled, it cannot be disabled. The precondition for Wage sync activation is an activated Job Profile Sync.

Humanity stores only hourly wage data. Therefore, it is recommended  to only sync hourly wage from Workday.

The integration will recognize and synchronize the data from Workday to Humanity upon the following actions:

  • Wage added to Employee’s (Worker’s) Position in Workday;
  • Wage removed from Employee’s (Worker’s) Position in Workday.

    5. Certifications Synchronization

The integration supports synchronization of Employee’s (Worker’s) Certifications from Workday to Skills in Humanity. 

Employee’s (Worker’s) Certification synced from Workday will be assigned as a Skill to that Employee (Worker) in Humanity. 

The Certification sync activation is optional and can be done only when setting up the Employee sync configuration for the first time. Once enabled, it cannot be disabled.

The integration will recognize and synchronize the data from Workday to Humanity upon the following actions:

  • Certification added to Employee (Worker) in Workday;
  • Certification expired/removed from Employee (Worker) in Workday.

Filters

  1. Pay Rate Filter

The integration supports the synchronization of a specific employee subset (in the selected Organization Hierarchy) by the employee’s assigned Pay Rate.  

Filtering by Pay Rate is optional. You can set one or more Pay Rates to filter employees by (i.e. Hourly and Salaried and Flat Rate).

This filter can be applied only during the initial setup of the Employee sync configuration. Once enabled, the filter cannot be disabled. 

If an employee has multiple positions, the filters will only be applied to employee’s Primary Position.

Upon applying the filter, the integration will only sync the employees with a defined Pay Rate(s). This filter doesn't apply to Contingent Workers.
Contingent Workers Filter

     2. Contingent Workers Filter

In order for Contingent Workers to be synced from Workday to Humanity, that option has to be activated in the Filters section during the Employee data sync activation.

Activating the Contingent Workers sync is optional and if not applied, Contingent Workers won’t be synced.

The same as for Pay Rate filter, Contingent Workers activation can be performed only when setting up employee sync configuration for the first time. Once enabled, it can’t be disabled anymore.

      3. Job Family & Job Category Filters

The integration also supports the synchronization of a specific employee subset (in the selected organization Hierarchy) by the Job Family and/or Job Category to which the employee’s assigned Position belongs. 

Filtering by job family and/or job category is optional. You can set one or more Job Families and/or Job Categories by which to filter employees. When set for the first time, those filters cannot be changed.

If an employee holds multiple positions, the filters will only be applied to employee’s Primary Position.

Job Family and Job Category filter can be used independently or combined. If used together, integration will only sync employees whose Job Profile has both one of the selected Job Families and one of the selected Job Categories.

These filters can be applied only during the initial Employee sync configuration. Once enabled, the filters cannot be disabled. 

Important Notes

  • If the manager role in a specific Workday Organization in the selected organization Hierarchy is inherited from one of the superior organizations, then that employee will not be visible in the Humanity account in which the Manager’s role is inherited.
  • If an employee is terminated (deactivated) and later re-hired in Workday, that employee will be reactivated in Humanity as well.
  • If an employee is terminated on a certain day, but their termination effective date is set to at least two days before, that employee won’t be picked up by the integration and terminated in Humanity. In order for an employee to be synced as terminated, termination effective date has to be set to maximum one day in the past from the day of termination action.
  • Email address sync: The integration will firstly search for a Primary Work Email address in Workday; if one is not set, it will search for a Work Email address to sync to Humanity. If that one is not set either, it will look for a Primary Home Email Address in Workday. If one is not set, it will finally look for a Home Email Address in Workday to sync to Humanity.
  • Phone Number sync: The integration will firstly search for a Primary Work Phone Number in Workday; if one is not set, it will look for a Work Phone Number in Workday. If that one is not set either, it will look for a Primary Home Phone Number in Workday. If one is not set, it will finally look for a Home Phone Number in Workday to sync to Humanity.
  • The integration currently doesn’t support the syncing of a Preferred Name (First and Last Name) from Workday to Humanity.
  • If a worker has two last names - Last Name and Secondary Last Name (i.e. Father's Family Name and Mother's Family Name), the integration will only sync the Last Name (i.e. Father's Family Name). At the moment, the Secondary Last Name (i.e. Mother's Family Name) will not be synced.
  • The Worker’s Work/Home Phone Number has to have at least 7 digits in order to be synced from Workday to Humanity.
  • Integration will synchronize Employee’s (Worker’s) assigned time zone if it is set in Workday as User’s time zone or Location time zone (time zone of the user's associated location).
  • Integration won’t synchronize Employee’s (Worker’s) assigned time zone if it is set in Workday as Tenant time zone. In order to handle this case, you would need to set Humanity’s master account time zone to the same time zone as your Workday’s tenant time zone. This will ensure that the user has the same time zone across both systems.
  • If Contingent Worker’s termination day in Workday is set on a certain date, he/she will be disabled in Humanity the day after.
  • Employee ID / Contingent Worker ID is visible in Humanity in Staff > Employee Profile > Edit Details as a value of the Employee ID field.
  • Once synced, Contingent Worker ID is formatted in Humanity as an alphanumeric value with a dash (i.e. 12345-C).

If you have any further queries, please don't hesitate to reach us at support@humanity.com. Happy Scheduling!

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