Skip to main content

How do I connect my Workday account (via ISU)?

Connect Workday to Ledgy to automatically sync employee data into stakeholder profiles, including setup, permissions, and configuration.

Frances Agoncillo avatar
Written by Frances Agoncillo
Updated over 2 weeks ago

Introduction

Connecting Workday to Ledgy allows you to automatically sync employee data—such as names, emails, start dates, and termination dates—directly into your Ledgy stakeholder profiles. This saves time on manual data entry and keeps your cap table up to date. This article covers the Workday-specific connection steps, including setup and permissions. Once connected, configuring and syncing data follows the same process as all HRIS integrations detailed in our general HRIS guide.

See How do I connect and sync my HRIS system with Ledgy? for full details on configuration and syncing.
​
​Prerequisites: You need Administrator permissions in Workday and Admin access in Ledgy.

Step 1: Start the connection in Ledgy

  1. In Ledgy, go to Company Settings > Data Management

  2. Find the HRIS System Integration section

  3. Click Connect

  4. Search for and select Workday

  5. Click Connect again to proceed

A linking window will appear which will ask for your Workday Integration System Username, Password and Web Services Endpoint URL. The next section explains how to get these.

Step 2: Create an Integration System User in Workday

2.1: Create an Integration System User (ISU)

  1. In your Workday portal, log into the Workday tenant

  2. In the Search field, type Create Integration System User

  3. Select the Create Integration System User task

  4. On the Create Integration System User page, in the Account Information section, enter a user name, and enter and confirm a password
    ​
    ​Important: "&", "", or ">" characters cannot be included in the password

  5. Click OK

  6. To ensure the password doesn't expire, you'll want to add this new user to the list of System Users. To do this, search for the Maintain Password Rules task.


    Add the ISU to the System Users exempt from password expiration field

  7. Enter the Integration System User name in the linking flow

  8. Enter the Integration System User password in the linking flow

2.2: Create a Security Group and assign an Integration System User

  1. In the Search field, type Create Security Group


    Select the Create Security Group task.

  2. On the Create Security Group page, select Integration System Security Group (Unconstrained) from the Type of Tenanted Security Group pull-down menu.

  3. In the Name field, enter a name

  4. Click OK

  5. On the Edit Integration System Security Group (Unconstrained) page, in the Integration System Users field, enter the same name you entered when creating the ISU in the first section

  6. Click OK

2.3: 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

On the next screen, add the corresponding Domain Security Policies depending on your use case:

For Workday HRIS:

2.4: 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 needs to be approved

  2. Add any relevant comments on the window that pops up

  3. Confirm the changes in order to accept the changes that are being made and hit OK

2.5: Validate the authentication policy is sufficient

  1. Search for Manage Authentication Policies

  2. Click Edit on the authentication policy row

  3. Create an Authentication Rule

  4. Enter a name, add the Security Group, and ensure Allowed Authentication Types is set to Specific User Name Password or Any

Note: You don't have to create a new Authentication Rule if you already have an existing one set to User Name Password or Any. You can add the ISU you created to that rule instead.
You will need to create a new rule if SAML is the only Authentication Rule you see for "Allowed Authentication Types."

2.6: 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 or edited

7.2: Obtain the web services endpoint URL

  1. Search in Workday for Public Web Services

  2. Find Human Resources (Public) if you are connecting Workday HRIS.
    ​
    Click the three dots to access the menu. Click Web Services > View WSDL

  3. Navigate to the bottom of the page that opens (it may take a few seconds to load)

  4. Copy the full URL provided under Human_ResourcesService (Workday HRIS). The URL will have a format similar to https://wd2-impl-services1.workday.com/ccx/service/acme/Human_Resources/v43.0

  5. Enter the Web Services Endpoint URL into the linking flow

  6. Click Submit

Your Workday account is now connected to Ledgy!

Default fields synced via the standard connection

Once connected, the following Ledgy fields are automatically mapped from Workday via the standard integration — no additional or custom mapping is required:

Core profile fields:

  • Identifier — the field used to match HRIS records to Ledgy stakeholder profiles (configurable: Employee Number, Work Email, or Personal Email)

  • Name

  • Email (i.e. Work Email)

  • Personal Email

  • Address Line 1

  • Address Line 2

  • ZIP Code

  • City

  • Country

  • Birthdate

Employment fields

  • Start Date

  • Termination Date

  • Employment Status

  • Pay Period

  • Pay Currency

  • Employment Type

  • Job Title

  • Team

  • Work City

  • Work Country

Optional fields (require configuration in Step 4):
The following fields can also be imported but must be explicitly enabled in the Configure settings:

  • Pay Rate

  • Manager

  • Mobile Phone Number

💡 Permissions note: You do not have to grant read permissions for all of the fields listed above. If you choose not to give Ledgy read access to certain fields in your Workday security policies, those fields will simply be returned as blank — no error will occur.
​
​Name and Email are the minimum fields required to create a stakeholder profile in Ledgy.

Connecting custom fields (fields outside the default connection)

If you need to sync fields from Workday that aren't included in the default list above — for example, department-specific data, custom employee attributes, or any other field unique to your Workday setup — you can request a custom HR field mapping.
​

How it works:

  1. Contact the Ledgy Support team via the in-app chat bubble on the bottom-right or email [email protected] and let them know which Workday field(s) you need

  2. Support will check whether the field is available via the Workday integration API

  3. If available, Support will connect the field to your Ledgy account

  4. Once connected, go to Data Sync > Configure > Requested HR fields — you'll see the newly connected Workday field listed there

  5. Create a Ledgy custom field to receive the data (if one doesn't already exist) via Company Settings > Data Management > Stakeholder custom fields > Add custom field

  6. Map the connected Workday field to your Ledgy custom field in the Configure screen

  7. Click Save — the Data Sync page will update with the newly retrieved data

  8. Run a Sync to pull the custom field data into your stakeholder profiles

Once synced, the custom field data will appear on each stakeholder's profile under Custom Fields. You can also use these fields in reports, document templates, grid columns, and as "group by" options on the Stakeholders page.

Tip: During the initial Workday linking flow, you'll see an option to map additional fields. We recommend clicking "Skip for now" and requesting field mappings via Support once the connection is complete — this ensures everything is set up correctly.

For full details on custom field mapping, see the general HRIS guide.

Step 4: Configure your sync settings

Go to the Data Sync page and click Configure. For full details on all configuration options, see the "Configuring your HRIS import settings" section in our general HRIS guide:


Key settings to configure:

  • Stakeholder identifier — For Workday, the recommended identifier is Work Email. This is how Ledgy matches HRIS records to existing stakeholder profiles.

  • Stakeholder email — Choose which employee field maps to Ledgy's primary email.

  • Additional fields to import — Optionally import Manager, Mobile Phone Number, or Pay Rate.

    • Nb. ‘Mobile number’ will appear as invalid if the country code is not inputted in HRIS. Please add country code to HRIS entries to successfully sync mobile number - otherwise, this will need to be manually updated in Ledgy.

  • Sync-if conditions — Filter which employees are included in the sync (e.g. only active employees, or employees in specific locations).

⚠️ Important: If you already have stakeholder profiles in Ledgy

If you already have existing stakeholder profiles in Ledgy before connecting Workday, you need to ensure Ledgy can match your HRIS records to the correct existing profiles. Without this step, duplicate stakeholder profiles may be created during the sync.
​

How matching works

Ledgy uses a Stakeholder Identifier to match incoming HRIS data with existing stakeholder profiles. The identifier you choose in the Configure settings (e.g. Work Email, Employee Number, or Personal Email) must be present in both:

  • The employee record in Workday

  • The Identifier field on the stakeholder profile in Ledgy

If an existing stakeholder profile in Ledgy does not have a matching identifier, Ledgy cannot link it to the HRIS record and will create a new (duplicate) profile instead.
​

What you need to do

Before running your first sync, update the Identifier field on your existing Ledgy stakeholder profiles:

  1. Go to Stakeholders in Ledgy and click the Bulk button

  2. Select Natural person and click Stakeholders to download your stakeholder list as an Excel file

  3. In the Excel file, fill in the Identifier column for each stakeholder — use the Work Email or Employee number from Workday (or whichever identifier you selected in the Configure settings)

  4. Upload the updated Excel file back to Ledgy

Then, in the Configure settings:

  1. Go to Data Sync > Configure

  2. Set the Stakeholder identifier dropdown to match the identifier type you used in the Excel file (e.g. Work Email)

  3. Click Save

Now when you sync, Ledgy will correctly match your existing stakeholder profiles with the Workday data — no duplicates!

💡 Tip: You can update the Identifier field in bulk using Ledgy's Bulk Edit feature.
​
For the full explanation of how stakeholder identification works across all HRIS integrations, see the "Choosing how to identify stakeholders" and "What happens if I have existing stakeholders?" sections in our general HRIS guide.

Step 5: Sync your data

Once your configuration is set, you're ready to sync. For full details on syncing (including test syncing, syncing all stakeholders, and ongoing synchronisation), see the "Syncing data into Ledgy" section in our general HRIS guide:

Quick steps:

  1. On the Data Sync page, review the stakeholder records pulled from Workday

  2. Optionally, select a few records and click Sync Selected to test first

  3. Once verified, click Sync Now to sync all matching stakeholders

Need help? Contact our support team via the in-app chat or email [email protected]

Related Articles
How do I connect my BambooHR account?
How do I connect my Personio account?
How do I connect my SAP SuccessFactors account?
How do I connect and sync my HRIS system with Ledgy?
How do Ledgy's HRIS integrations work?
Did this answer your question?