The Worday employee management integration syncs employee data between Workday and Restaurant365. Employee records in Restaurant365 are created and updated using job and location data managed in Workday.
Before employee data can be synced, locations and jobs must be mapped between Workday and Restaurant365. In Workday, locations and jobs are identified through cost center configuration.
This article covers Workday-specific integration behavior. General concepts such as manual vs automatic sync and overall integration setup are documented in the Employee HR Management Integrations Overview.
Workday Integration Setup and Maintenance
Connecting to Workday
Connecting an Workday integration requires Workday credentials and business reference. Workday integrations are connected from the Workday Integration Connection page.
Initial Mapping
The Workday integration requires record mappings to be completed in the following order:
Learn more about the initial manual mapping process.
Ongoing Maintenance
After initial mapping, automatic sync handles most ongoing updates as Workday data changes. Periodic review is recommended to ensure employee and job data remains accurate, and manual mapping remains available when locations, jobs, or employees need to be updated.
Learn more about maintaining an employee HR management integration.
Workday → R365 Data sync
Locations
Workday locations are mapped to R365 location records.
Not all Workday locations or R365 locations need to be mapped. Only mapped R365 locations will sync jobs and employees from Workday.
Learn more about mapping locations.
Jobs
Workday jobs are mapped to R365 job records.
Jobs in both systems are location-specific. Locations must be mapped before jobs can be mapped.
Job mapping restrictions:
Workday jobs can only be mapped to Restaurant365 jobs associated with the same mapped location.
Each Workday job is mapped to a single Restaurant365 job.
A Restaurant365 job can be mapped to multiple Workday jobs.
Learn more about mapping jobs.
Job sync details:
Job auto-matching is based on job code and job name.
Job codes are updated on mapped Restaurant365 job records.
Job titles are not updated during sync.
Employees
Workday employees are mapped to R365 employee records. When data is synced, mapped R365 employee records are updated with changes from Workday. (See table below)
When the integration is set to auto sync, R365 employee records are automatically created for new unmapped Workday employees.
Employees are matched based on:
Payroll ID
Email Address
Phone Number
First + Last Name
Learn more about mapping employees.
Employee App Access
When R365 employee records are automatically created through the Workday integration, app access is automatically enabled.
Employee Data Fields
Workday Data | Required to Create Employee | Updated on Sync | Notes |
|---|---|---|---|
First Name | Yes | No | Stored on creation only; not updated on sync. |
Last Name | Yes | No | Stored on creation only; not updated on sync. |
Locations | Yes | Yes | All locations associated with an employee in Workday are added to the R365 employee record. If a location is removed from the Workday employee, it will be removed from the R365 employee record. When the location of the employee’s primary job changes in Workday, all other jobs and locations are removed from the R365 employee record. |
Primary Location | No | Yes | |
Email Address | Yes | Yes | The employee’s work email address in Workday is brought into R365 as the employee’s email address. If the work email address is not available, the employee’s personal email from Workday is brought in. |
Workday Employee ID | Yes | Yes | Brought into R365 as the employee’s Payroll ID. |
Active Status | No | Yes | Only records that are active in Workday are synced to R365.
|
Hire Date | No | No | New employee records are only automatically created for Workday employees whose hire date has passed. Employees with a future hire date will appear in the mapping list, but their Employee Record will not be created until after midnight on their hire date. |
Jobs | No | Yes | All jobs associated with an employee in Workday which have been mapped to corresponding R365 job are added to the R365 employee record. If a job is removed from the AllianceHCM employee, it will be removed from the R365 employee record. |
Pay Rates | No | Yes | In R365, the hourly pay rate for employees with a salary rate in Workday is set to $0. |
Birth Date | No | Yes |