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Your Workday workers, time off and hours, on your call-off line

Your workers, their managers, their approved time off and their hours already live in Workday. Connect AbsentEase with an API client your Workday admin registers and that data runs the call-off line: the people who can text in, the department their alert routes to, the supervisor who gets it, the time off already approved for tomorrow, and the hours behind an employee's PTO balance.

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What syncs from Workday

Everything flows one way, from Workday into AbsentEase, on an hourly schedule or whenever you click Sync now. Every addition and removal goes through a review step, and every run is written to a sync log you can read.

Workers

Name, mobile number and email for every active worker in your Workday tenant, employees and contingent workers alike. AbsentEase picks the number a text can reach: a mobile before a landline, a personal number before a work one. New people are staged for a one-click review, nothing is created behind your back, and a newly added phone starts the SMS opt-in text automatically.

Managers as supervisors

Each worker's manager in the supervisory management chain becomes a supervisor in AbsentEase, ready to receive call-off alerts by email or text, and is attached to their department when department sync is on.

Supervisory organizations as departments

Turn on department sync and each worker's supervisory organization is matched to the AbsentEase department with the same name, so call-off alerts route to the right supervisor. The hourly sync never creates departments; the roster review offers to create the ones you choose, and with the switch off yours are never touched.

Approved time off

Each approved time off entry books its day on the attendance calendar with the hours Workday recorded, and draws the PTO bank once. A day already on the ledger from an SMS call-off is merged, not doubled. When an entry is canceled, denied or sent back in Workday, its day comes off on the next sync and the hours go back into the bank.

Hours worked

If you use Workday Time Tracking, reported time blocks feed hours-based PTO accrual when your policy accrues by hours worked, and answer the text “how many hours do I have this week?” with the worker's hours for the current week.

People who leave

When someone is terminated in Workday they drop off the active roster and are flagged for review: deactivate or keep, your call. Their history stays; nothing is deleted automatically, and someone rehired in Workday comes back on their own.

Connecting is a one-time task for your Workday admin

  1. Create an integration system user and put it in an unconstrained integration system security group with View and Get access to the worker, contact, supervisory organization and time off domains (and time blocks, if you use Workday Time Tracking). Activate the pending security policy changes.
  2. Register an API client for integrations with non-expiring refresh tokens and the Staffing, Contact Information, Organizations and Roles, Time Off and Leave, and Time Tracking scopes, then generate a refresh token for the integration system user.
  3. Enter the REST API endpoint, client ID, client secret and refresh token on the AbsentEase Integrations page and click Validate & connect. AbsentEase gets a token and reads the worker list on the spot before storing anything.
  4. Run the first sync with Sync now, or let the hourly schedule do it. Employees already in AbsentEase are matched by their Workday worker or suggested by phone number.
  5. Review the roster and choose your switches: add new people with one click, connect anyone the sync could not match, decide about people no longer in Workday, and turn on supervisor alerts for synced time off, supervisory-organization-to-department matching, email sync, and unpaid-time-off handling as you like.

What AbsentEase reads from Workday

  • Workers: names, phone numbers, email addresses, employment status, hire and termination dates, business title, supervisory organization, and their manager.
  • Time off: for workers linked in AbsentEase, the entries around today with their date, quantity, status and time off type.
  • Time blocks: the date and reported hours of each block, for accrual and the weekly-hours reply.

No compensation, payroll, bank, tax, benefits or national ID data is requested, and nothing is written to Workday.

How the connection is protected

  • The client secret and refresh token are encrypted at rest and never shown again after you enter them; short-lived access tokens are refreshed automatically.
  • A Workday tenant can be connected to one AbsentEase company only, and only an administrator can connect, disconnect or change the switches.
  • Each employee record is linked to one source of truth, so a person kept in Workday is never overwritten by another integration.
  • Disconnect any time; AbsentEase drops the credentials immediately and keeps your history.

Frequently Asked Questions

No. Your Workday security administrator registers an API client for an integration system user inside your own tenant, so you connect with credentials you control and can revoke at any time.

Put it in an unconstrained integration system security group with View and Get access to Worker Data: Public Worker Reports, Worker Data: Current Staffing Information, the Person Data domains for home phone, work phone, work email, legal name and preferred name, View: Supervisory Organization, Worker Data: Time Off (Time Off), and Process: Time Block REST APIs if you use Workday Time Tracking. Then activate the pending security policy changes.

No. The integration is read-only. AbsentEase reads workers, managers, supervisory organizations, time off and time blocks and never writes worker records, time off or time back to Workday.

No. When the approved entry syncs, AbsentEase sees the day is already booked from the text call-off, notes the matching Workday entry on the existing day, and draws the PTO bank once.

On the next sync the imported day comes off the attendance calendar and the PTO hours go back into the bank. The same happens when an entry is denied or sent back for changes.

Only if you want them to. A switch on the Workday card books unpaid-type days on the attendance calendar without any PTO draw, and the entry says so. With the switch off, every imported day draws.

Workyard first, then UKG Ready, then Workday, then QuickBooks Online. When more than one is connected, the first one in that order feeds hours-based accrual and the weekly-hours reply; the others contribute their roster only. Employees are linked to one source each, so nothing is overwritten.

Click Disconnect on the AbsentEase Integrations page. The stored client secret and refresh token are cleared immediately; your employees, departments, attendance history and PTO ledger stay exactly as they are. You can also revoke the refresh token or disable the API client in Workday.

Keep reading: synced time off lands in the same absence reports & dashboards as SMS call-offs, counts under your attendance policy, and hours worked drive hours-based PTO accrual. The roster review works the same way for every integration. Questions about the Workday integration: [email protected].

Intuit and QuickBooks are registered trademarks of Intuit Inc. Used with permission.

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