You can now integrate Workday with TalentLMS to automatically provision and update user accounts in TalentLMS from your Workday HCM. This integration is available for Pro and Enterprise plans and is currently released as a Beta.

Before you start

You will need:

• A TalentLMS account on a Pro or Enterprise plan, with Administrator access.
• A Workday tenant with permission to create an Integration System User (ISU) and the relevant Integration System Security Group (ISSG).
• An endpoint URL for the Workday Get_Workers web service (your Workday administrator can provide this).

Note: Currently, the integration syncs users from Workday to TalentLMS only. 

Step 1 — Open the Workday tile in TalentLMS

In TalentLMS, log in as Administrator and go to Account & Settings > Integrations.

Scroll down to the Apps section and click on the Workday tile (1).

Step 2 — Enable the API

If your API key isn't set up in TalentLMS, a message will pop up to guide you, plus an easy option to Enable API integration (2).

Step 3 — Connect to Workday

After enabling the integration, a window will appear inside the drawer with a connection form, where you need to provide your Workday credentials as listed below:

• Tenant ID
• WSDL URL
• Client ID
• Client secret
• Refresh token (only if the API client for Integrations is used)
• Authorization endpoint
• Token endpoint
• Workday tenant timezone (optional)
• Workday web services version

For more information on how to set up the integration, see the following article - https://docs.workato.com/en/connectors/workday#connection-setup 

Click the button labeled Connect (3) to complete the form. Once submitted, TalentLMS will validate the connection and show a confirmation that your Workday account is connected. After the successful connection, click Save (4).

Step 4 — Enable user sync

Back in TalentLMS, with the Workday account connected, the option to Sync users from Workday (5) becomes available.

Enable the option and click Save (6).

Step 5 (optional) — Map custom fields

By default, the integration maps the standard user fields (first name, last name, email) from Workday to their TalentLMS equivalents. If you want to populate TalentLMS custom user fields with values from Workday — or override one of the default mappings — you can do so with Custom field mapping.

The field mapping panel will be open when you enable the user sync. On the left, you'll see the available TalentLMS destination fields; in the middle, a dropdown selection for Map from, which controls the input on the right for either Fixed value or Workday field.

To add a custom mapping:

1. Click Add mapping.
2. Select a TalentLMS target field from the dropdown.
3. Select the Map from option of your choice.
4. Enter your fixed value or choose the Workday field you want to map from.
5. Repeat for each field you want to map.
6. Click Save changes (7).

Step 6 — Verify the sync

Once saved, the integration will run on a recurring schedule and push Workday workers into TalentLMS as users. The first run will take place 24 hours after you enable the sync.

To verify:

• Go to Users in TalentLMS — newly synced users should appear in the list.
• Open any synced user's profile to confirm that the mapped fields (including custom fields) have populated correctly.
• Check Reports > Timeline to see the recent user account creations (User self-registration is the event for these Workday user creations)

How updates and removals work

• New workers added in Workday are created as new active users in TalentLMS at the next sync. The sync runs once per day.
• Updates to a worker's profile in Workday (name, email, mapped custom fields) are reflected in TalentLMS at the next sync. The user is matched by email address.
• Workers terminated or deactivated in Workday are automatically deactivated in TalentLMS.

Notes

User status on sync

• New users from Workday are created as active in TalentLMS.
• If the user already exists in TalentLMS, they will be synced via their email address, and their profile will be updated with the data from Workday.

Differences between Workday and TalentLMS user concepts

• Workday models "workers" (employees, contingent workers, etc.). All active workers are synced; worker type is not currently passed across as a field unless you explicitly map it to a TalentLMS custom field.
• TalentLMS user roles (Learner, Instructor, Administrator) are not managed by this integration. New users are created with the default role configured in Account & Settings > Users. Role assignment remains a TalentLMS-side action.

Impact on billing

• On a Standard plan, active users count toward your seat limit. Workday will not push users beyond your plan's limit.
• On a Flex plan, all accounts are considered active, but billing is based only on users who log in at least once in a billing month.