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The Workday integration syncs workers from Workday HCM into Pike members, with their supervisory organization, job profile and scheduled weekly hours, and syncs approved time off and leaves of absence into Pike time off. For hourly workers, Pike can send approved hours to Workday Time Tracking as reported time blocks. Capacity, utilization and payroll then use the same people and the same hours.

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At a glance

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Before you start

You need:
  • The workspace admin role in Pike.
  • A Workday admin who can run Create Integration System User, Create Security Group, Maintain Permissions for Security Group and Register API Client for Integrations.
  • An integration system user (ISU) in an integration system security group. Give the group Get access to worker, organization, job profile, time off and leave of absence data. Add compensation data if you plan to turn on Sync compensation to cost profiles, and Put access to the Process: Import Time Blocks domain if you plan to send hours. Run Activate Pending Security Policy Changes after every change. The ISU syncs only the workers its security group can see.
  • Workday Time Tracking, if you want to send hours. Without it, the integration reads from Workday only.
  • Pike time off types for the Workday time off and leave types you use. You map each Workday type during setup. See Time off.

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Connect Workday

1

Register an API client in Workday

In Workday, run Register API Client for Integrations. Select the scopes Staffing, Organizations and Roles, Time Off and Leave, Compensation and Time Tracking, and select Non-Expiring Refresh Tokens. Copy the client ID and client secret.
2

Create a refresh token

Run Manage Refresh Tokens for Integrations for the integration system user, generate a new refresh token, and copy it.
3

Open the integration

In Pike, go to Workspace settings → Integrations → Workday and click Add integration.
4

Enter your credentials

Enter the Workday REST API endpoint and token endpoint shown in View API Clients, then the client ID, client secret and refresh token. Click Connect. Pike checks the credentials and shows the Workday tenant name.
5

Map time off types

Under Time off types, choose a Pike time off type for each Workday time off type and leave type. Pike suggests a mapping from the type names.
6

Choose what syncs

In the What syncs with Workday card, turn Read and Send on or off for each entity, and choose whether to turn on Invite new employees.
7

Import

Click Import data. Supervisory organizations import first, then workers, then time off and leave.
The integration page shows Connected, the Workday tenant name, Last synced and Next sync.

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What syncs

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Workers

To give a worker a different schedule, such as four days a week, set the work schedule in Pike. Pike uses that schedule as long as the weekly total matches Workday.

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Time off and leave

Default type mapping: vacation to Vacation, sick to Sick, parental to Parental, time off in lieu to Time off in lieu, unpaid to Unpaid leave, and every other type to Vacation. Each type counts toward the member’s norm hours as set on the Pike type.

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Compensation

Sync compensation to cost profiles is off by default. Only admins and finance users can turn it on. See Cost profile.

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Hours to Workday Time Tracking

Send hours to payroll is off by default. When on, closing a pay period in Pike sends each hourly worker’s approved hours to Workday Time Tracking through the Import Reported Time Blocks web service. Each day becomes a reported time block with the time entry code you choose under Time entry codes: normal hours to your regular code, and paid-out Overtime 1 and Overtime 2 to your overtime codes. Workday time calculations and Workday Payroll then use those blocks. Hours for salaried workers are not sent. Pike does not run payroll or calculate tax.

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Matching and duplicates

On the first import, Pike matches before it creates:
  • A worker matches a Pike member with the same work email. A match links the two, and Workday values replace the Pike values for the fields in the mapping.
  • A supervisory organization matches a Pike team with the same name. A business title matches a Pike position with the same name.
  • Time off and leave always import as new time off. Time off already entered in Pike for the same member and dates stays, and the Workday entry is listed in Sync issues as an overlap.
A worker with no matching member appears under Unmatched employees on the integration page. Click Invite to send a Pike invite, or Link to member to link the worker to a member with a different email. With Invite new employees on, Pike sends the invite automatically with the default role the admin chose.

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Which system wins

Edit Workday-owned fields in Workday. Pike shows them as read-only with the Workday marker.

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Sync schedule

Pike syncs Workday every 3 hours. On the Enterprise plan, changes sync in real time. Closing a pay period sends hours to Workday straight away on every plan, as do Import data, Sync now and Refresh on a member. See How sync works.

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Sync settings

While Workday is connected, the What syncs with Workday card is below the top button row on the integration page. Toggles save immediately. New connections start with Read on for workers, supervisory organizations, and time off and leave, with Invite new employees, compensation and Send hours to payroll off. Under Teams from, choose whether supervisory organizations or cost centers become Pike teams. Supervisory organizations is the default.

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How it works

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Use it in Pike

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Plan around approved leave

Open Members → Allocations to see each person’s capacity for the week, set from their Workday scheduled weekly hours. Approved time off and leave show on the day with their type, and the hours are already removed from capacity, so an over-allocated day stands out before the work is due. See Workspace capacity.

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Onboard a new hire

When a new worker is hired in Workday, they appear in Pike with their team, position and weekly capacity on the next sync. Turn on Invite new employees, or click Invite under Unmatched employees, and the person can log time on their first day.

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Offboard a leaver

When a worker is terminated in Workday, the member is deactivated in Pike. Their logged time, allocations and history stay on every project, and they stop counting toward capacity from the termination date.

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Send hours for hourly workers

Approve time in Pike, then close the pay period. The pay period shows Sent to Workday with the number of time blocks. A worker Workday does not accept appears in Sync issues with the reason.

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Deletes and removed records

An integration never deletes Pike data. A worker removed from Workday, or no longer visible to the integration system user, is marked Removed in Workday on the member, stays in Pike with their history, and stops syncing. Time off canceled in Workday after approval is removed from Pike capacity on the next sync, and the change appears in the member’s time off history. Time blocks already sent stay in Workday.

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Troubleshooting

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Limits

  • Pike does not create or change workers, organizations or time off in Workday.
  • Pending, denied or canceled time off and leave do not sync.
  • Hours go to Workday only for hourly workers, only from closed pay periods, and only from approved time.
  • Workday does not accept time blocks for a locked period. Close the Pike pay period before the Workday period locks.
  • Hours go to Workday Time Tracking. Pike does not write to Workday Payroll directly.
  • Compensation sync is off until an admin or finance user turns it on.

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Disconnect

Go to Workspace settings → Integrations → Workday and click Disconnect. Syncing stops and every member, team, position and time off entry stays in Pike with its history. Reconnecting the same Workday tenant relinks the members.