Configure Workday User Management Integration in Staffbase Studio

Learn how to connect Workday with Staffbase App or Intranet.

Employee App
Staffbase Intranet
Staffbase Email

The information in this article applies when you have the Employee App or Staffbase Intranet, and when Staffbase Email is used together with the App or Intranet. If you use Staffbase Email as a standalone product, refer to Configure Workday Integration Contact Management.

After you complete the preparation in Workday, you can proceed to configure the integration in the Staffbase Studio by establishing a connection between your Workday instance and the Staffbase Studio.

  • You have an administrator role in the Staffbase Studio.
  • You have set up the required profile fields for your Staffbase platform.
  • You have created the following in Workday during the integration preparation process:
    • Workday custom report URL
    • Workday username and password of the integration system user
  • You have added the employee ID to the custom report field.
  • You have configured the preferred language locale in the Workday report if you want to sync the users’ preferred language.

To create the connection, you need to provide the details of the report and the integration system user you created in Workday.

  1. In the Studio, navigate to Users > Integrations.
  2. Click New Integration.
    The Connect Integrations page opens.
  1. In the Integration Name field, provide a name.
  2. Paste the following details you copied from Workday in the respective fields:
    • Workday Report URL
    • Workday Username
    • Workday Password
  3. Click Next.
    You have successfully connected your Workday instance to Staffbase, and you can now map the fields.

After connecting to Workday, you can map the Workday fields to the corresponding profile fields in Staffbase platform. The Map Fields page displays all imported fields from Workday, allowing you to select the matching Staffbase profile fields from the dropdowns.

Ensure that you correctly map the External ID, which helps to identify each user in this integration. Also, you need to map only the fields that you want to sync; others can be left out.
  1. In the Map Fields page, select a profile field from the dropdown corresponding to the imported field you want to map.
  2. Repeat the step until you have mapped all the fields you want to import.
  3. Click Next.
    You have successfully mapped the Workday fields to the corresponding profile fields in the Staffbase platform.

The preview page gives you an overview of the sync. You can make any edits at this stage.

  1. In the Preview and Sync page, optionally select the following:
    • Automatically generate recovery codes
    • Invite new users via email
  2. Review the sync details and make changes if needed.
    Confirm all the necessary changes are made, as once the sync starts, it cannot be stopped.
  3. Click Sync.

You have successfully started the sync. You are redirected to the overview page where the integration status changes to In Progress and finally to Active, once the sync is complete.

The duration of the import process varies depending on the amount of user data in your Workday tenant.

After the initial full sync, the sync switches to an automatic sync cycle. This ensures your data stays up to date by automatically syncing any changes made in Workday on a daily basis.