Getting started

Before connecting with Workday, we suggest reviewing the supported functionality and prerequisites below.

Supported functionality

Prerequisites

• You must purchase the Spark Hire Advanced Integration add-on.
• Authentication is done per-user, so each user who is going to utilize the integration must authenticate between Spark Hire Meet and Workday.
• Each job in Meet must have:
  • User permissions set
  • Location set, including time zone
  • Default assessments set (One-way)

Limitations

For jobs created in Workday, the title and description are editable only in Workday.

Configure Workday

Before connecting Spark Hire and Workday, we'll need to make sure that the correct permissions are enabled. Below are some detailed steps for granting permissions.

1. Create an Integration System User (ISU)

1. In your Workday portal, log in to the Workday tenant and type create integration system user in the search field.

   

2. Select the Create Integration System User task.

   

3. On the Create Integration System User page, in the Account Information section, enter a user name and enter and confirm a password.
   • Due to XML encoding, "&", "<", and ">" cannot be included in the password.
   • Ensure Require New Password at Next Sign In is NOT checked.
   • You'll want to add this user to the list of System Users to make sure the password doesn't expire.
4. Click OK.

2. Create a security group and assign an Integration System User

1. In the search field, type create security group and select the Create Security Group task.

   

2. On the Create Security Group page, from the Type of Tenanted Security Group pull-down menu, select Integration System Security Group (Unconstrained).
3. In the Name field, enter a name, and click OK.

4. On the Edit Integration System Security Group (Unconstrained) page, in the Name field, enter the same name you entered when creating the ISU in the first section, and click OK.

   

3. Configure domain security policy permissions

1. In the Search field, type maintain permissions for security group.

   

2. Make sure the Operation is Maintain, and the Source Security Group is the same as the security group that was assigned in Step 2.

   

3. Add the corresponding Domain Security Policy with GET and PUT operations:

   

4. Activate Security Policy changes

1. In the search bar, type activate pending security policy changes to view a summary of the changes in the security policy that need to be approved.

   

2. Add any relevant comments on the window that pops up and confirm the changes to accept the updates being made.

   

5. Validate Authentication Policy is Sufficient

Check the Manage Authentication Policies section to ensure the ISU you created is added to a policy that can access the necessary domains. It should **not be restricted to only the "SAML" Allowed Authentication Types. If this is the case, you can create a new Authentication Policy with a "User Name Password" Allowed Authentication Type:

1. Click Edit under Authentication Policies.

   

2. Create ( ➕) an Authentication Rule and add the Security Group to the rule.

   

3. Make sure the Allowed Authentication Types is set to specific User Name Password or set to Any

   

6. Activate all pending authentication policy changes

1. In the search bar, type activate all pending authentication policy changes.

   

2. Proceed to the next screen and confirm the changes. This will save the Authentication Policy that was just created.

   

7. Obtain the Web Services Endpoint for Workday Tenant

Spark Hire needs access to your specific Workday web services endpoint:

1. Search in Workday for Public Web Services and open the Public Web Services report.

   

2. Hover over Recruiting and click the three dots to access the menu. If you are integrating with your Workday ATS, find Recruiting instead, and access that menu.
3. Click Web Services > View WSDL.
4. Navigate to the bottom of the page that opens, and you'll find the host.

5. Copy the URL until you see /service. This should look something like: https://wd5-services1.myworkday.com/ccx.

   

Integration setup

1. Log in to your Spark Hire Meet account as an Admin. Go to Settings > Integrations, then find Workday in the list.

2. Click Activate integration, then Configure now.

   

3. In the modal, select I am an admin, then click Next.
4. Follow the on-screen steps to complete setup. Make sure to complete all the instructions for all 7 steps.

5. After the confirmation modal appears, click Finish setup. You’ll return to the Workday integration settings in Meet, now shown as Active.

   

Sync your Workday jobs into Meet

Once your Workday integration is active, you can bring jobs into Spark Hire Meet in two ways:

Option 1: Manual (default)

Best if you manage roles across multiple ATSs.

1. In Meet, go to Jobs management > Jobs and click Create job at the top right.
2. Select the option Sync from Workday.
3. In the modal, search by job name or job code.

   • Important: When searching by job code, you must enter the entire code for the job to appear. Partial codes will not return results.

     

4. Click Create.

Option 2: Auto-sync all Workday open jobs

Best if most of your hiring runs through Meet.

1. Go to Settings > Integrations > Workday and click Configure integration.

2. Click Configure settings, check Create open jobs automatically from the ATS, and confirm.

   

   ⏰ The syncing process may take up to 1 hour to complete, depending on the number of jobs.

Once the sync is complete, go to Jobs management > Jobs in Spark Hire Meet to view your synced positions.

• After the initial sync, new jobs created in Workday will automatically appear in Meet.
• If you turn this setting off, Meet will stop creating new jobs automatically. Any jobs that were already created via auto-sync will remain linked and continue to stay in sync with Workday.

Send assessments from Workday

1. In Workday, find or create a candidate.
2. Select the relevant candidate and click Move forward.

3. Choose one of the options from the dropdowns and click Ok:

   • Move selected candidate to next state: Assessment
   • Move selected candidate to next step: Choose the relevant interview

   

When a candidate is moved into one of the Spark Hire stages in Workday, Meet will:

• Create the candidate profile and send the assessment invite
• Update the candidate profile in Workday when the assessment is submitted
• Add evaluation results once complete
• All updates appear in the candidate’s Workday profile for full visibility and tracking.