Workday<>RemoFirst Integration - Client Guide

AUDIENCE: CLIENTS   |   ARTICLE TYPE: HOW-TO GUIDE

This article shows client administrators how to connect Workday to RemoFirst. The integration is one-way and inbound only, from Workday to RemoFirst.

The integration automates team member lifecycle events from your Workday tenant into RemoFirst. This removes the need to manually re-enter hires, terminations, profile changes, and time-off requests.

Tour overview

Before you start

Authentication uses OAuth 2.0 and a Workday Integration System User (ISU) set up in your Workday tenant. You or your Workday administrator must provision the following credentials:

• Client ID
• Client Secret

1. Go to: Register API Client (and not Register API Client for Integration)
2. Enter Client Name
3. Access Token Type: Bearer
4. Redirection URI: https://api.unified.to/oauth/code
5. Non-expiring refresh token: Checked
6. Scope:
   1. Advanced Compensation
   2. Contact Information
   3. Core Compensation
   4. Organizations and Roles
   5. Personal Data
   6. Staffing
   7. Time Off and Leave
7. Click Ok.

Connect Workday to RemoFirst

After the credentials are validated, start the sync in RemoFirst. This establishes the connection and pulls in Workday entries that do not yet exist in RemoFirst.

1. Go to Company settings > Integrations in your RemoFirst dashboard.
2. Locate Workday.
3. Click Start.
4. From the pop-up, click Connect Workday
5. Enter the Workday API client credentials.
6. Click Authorize.

Complete the initial mapping

After authentication, complete the following mapping steps:

1. Talent mapping: Map your existing RemoFirst employees and contractors to their corresponding Workday profiles. This ensures proper synchronization for current team members.
   
2. Time-off activation: Enable time-off synchronization to import approved time off from Workday into RemoFirst automatically.
   

Configure time-off synchronization

1. Enable the toggle. This client-level setting turns time-off sync on/off for the integration.
2. Map absence types. Workday's absence type taxonomy is tenant-specific and cannot be inferred automatically:
   • RemoFirst pulls the full list from your tenant through the Absence Management API and displays it in the integration activation screen.
   • For each type, select Paid or Unpaid and the corresponding RemoFirst reason type (Vacation, Sick leave, Parental leave, etc.).
   • RemoFirst stores this mapping against your company account.

Time-off synchronization rules

1. Hour-to-day conversion (RemoFirst only supports half/full day):
   1. < 4 hours → rounds up to half day
   2. 4–8 hours → rounds up to full day
   3. > 8 hours → rounds down to full day
2. Backdating: time off can be backdated and will sync. The backdating window includes time-offs that have their end date in the month of the integration activation.
3. Sync cadence: Scheduled hourly or every 12 hours. You can also use the manual Sync now trigger.
4. Guardrails: When time-off sync is enabled, employees, clients, and contractors cannot create or edit time off directly in RemoFirst

Find synchronized time off

Synchronized entries include only approved absence requests from Workday. Pending or denied requests do not appear in RemoFirst.

After a successful sync, time off appears against the team member’s record in RemoFirst in the same way as any other time-off entry.

To prevent duplicates, RemoFirst tracks each Workday absence entry by its Workday-assigned ID. If the ID has already been imported, RemoFirst skips it. A canceled and resubmitted request receives a new Workday ID and is treated as a new entry.

Edits to already approved time off in Workday do not sync. Contact support to correct the entry.

Import newly hired team members

1. Go to the Imported list in the RemoFirst People tab (from the Workday banner)
   Each new entry represents a Workday team member who is not yet in RemoFirst.
2. Click Proceed to onboard the team member in RemoFirst, or click Discard to discard the record.

This flow does not automatically match an existing RemoFirst team member to a Workday record. New Workday entries are treated as new onboardings, not as merges with existing talent profiles.

When you proceed, the onboarding wizard opens with the required onboarding steps. The synchronized fields are completed automatically:

1. First name
2. Last name
3. Email
4. Job title
5. Start date
6. Address and contact information

Offboard team members

A termination event in Workday creates a pre-filled offboarding request in RemoFirst. The process is not fully automatic: you must review and confirm the request in RemoFirst before offboarding is finalized.

To proceed with the offboarding request, do the following steps:

• Go to the Imported list in the RemoFirst People tab (from the Workday banner)
• Each offboarding entry represents a Workday worker that is already synched with a RemoFirst entry, and was terminated in Workday.
• For each entry, the client can Proceed (offboard from RemoFirst) or Discard the record.

Understanding profile updates

After a team member is linked between Workday and RemoFirst, approved profile changes in Workday sync automatically to RemoFirst. Only the fields in the explicit inclusion list sync; all other fields are intentionally excluded.

Need assistance?

Use the support option in the RemoFirst platform. Include your company name, the affected team member’s name, the relevant Workday record or event, and a clear description of the issue.