Workday Greenhouse Integration – Seamless ATS to Workday HRIS Automation

OnoeX helps organizations connect Greenhouse ATS with Workday HRIS, streamlining new-hire onboarding and eliminating manual data entry through HRIS automation. 

Why Integrate Greenhouse ATS with Workday HRIS?

Greenhouse is a leading Applicant Tracking System (ATS) and Workday is a powerful Human Resource Information System (HRIS). Many companies use both: Greenhouse for recruiting and Workday for core HR and onboarding. However, without integration, data inconsistencies and manual work can plague the hiring process. It’s not uncommon for HR and Finance teams to find headcount numbers in Workday don’t match the recruiting data in Greenhouse, leading to frustration and extra meetings[1]. Recruiters might have to update jobs and candidates in both systems, wasting time and risking errors.

Integrating Greenhouse with Workday solves these challenges by automating data flow between the ATS and HRIS. A seamless Workday–Greenhouse integration means information like job requisitions, positions, candidate details, and hiring decisions flow between the two platforms in real-time. This eliminates duplicate data entry, ensures that everyone is looking at the same up-to-date information, and accelerates the transition from offer acceptance in Greenhouse to onboarding in Workday[2]. In fact, Workday customers consider ATS-to-Workday one of the most common and critical HR integrations (on par with payroll or directory sync)[3]. For organizations aiming to scale, integrating these systems is a key HRIS automation step to maintain data accuracy and efficiency.

How the Workday–Greenhouse Integration Works

When properly implemented, a Greenhouse–Workday integration creates a two-way information exchange between your recruiting and HR systems. Here’s an overview of how data can flow between Greenhouse (ATS) and Workday (HRIS):

1. Requisition & Position Setup in Workday: The process begins in Workday, where a new position is created and approved along with a job requisition (defining the role’s requirements, department, and budget)[4]. Workday acts as the headcount source of truth for open positions.

2. Job Sync to Greenhouse: The approved requisition and position data are then transferred to Greenhouse. Through the integration, Greenhouse imports the new job opening along with key details like title, department, location, and even compensation or job level information[5]. This ensures your recruiters in Greenhouse are working with positions that match Workday’s records.

3. Recruitment in Greenhouse: Recruiters manage the hiring pipeline in Greenhouse, sourcing candidates, tracking interviews, and extending offers, all tied to the synced Workday requisition. Greenhouse becomes the workspace for hiring teams, but it remains aligned with the authorized positions from Workday (e.g. recruiters can’t exceed the approved number of openings).

4. Offer and Hire in Greenhouse: When a candidate is selected and an offer is accepted, the recruiter marks them as hired in Greenhouse (often by moving the candidate to a “hired” stage or using an integration prompt). At this point, the integration comes back into play.

5. New Hire Data Export to Workday: The candidate’s information and offer details are seamlessly exported from Greenhouse to Workday, triggering the hire in Workday and initiating onboarding[6][2]. In other words, as soon as you mark an applicant as hired in Greenhouse, their employee record can be created automatically in Workday’s HRIS for Day One readiness[7]. This may include personal info, contact details, job title, start date, and even attached documents like resumes or signed offer letters.

6. Workday Onboarding Process Begins: With the new hire now in Workday, your HR team can immediately kick off onboarding tasks (account provisioning, payroll setup, orientation scheduling, etc.) without needing to re-enter data that was already collected in the ATS. The transition from recruiting to HRIS is frictionless, ensuring no details fall through the cracks during hiring.

This bidirectional workflow (jobs flowing from Workday to Greenhouse, and hires flowing from Greenhouse to Workday) streamlines the entire hiring lifecycle. Crucially, it means no more spreadsheets or manual data transfers to keep the systems in sync. Workday was designed with robust integration capabilities (APIs and reports) to connect with third-party systems[8], so a well-architected integration can achieve near real-time updates. For example, Greenhouse’s native integration will check for updates every ~15 minutes by default[9], so any new position approved in Workday appears in Greenhouse shortly after, and any candidate marked “hired” in Greenhouse is sent to Workday almost immediately. The result is a unified HR tech stack where your ATS and HRIS operate as one system.

Integration Options: Native HRIS Link vs. Custom Build

When it comes to implementing a Workday–Greenhouse integration, organizations have a couple of approaches. The two primary options are using Greenhouse’s native HRIS Link integration or building a custom integration (often using Workday’s integration tools or middleware)[10]. Each approach has its pros and cons in terms of effort, flexibility, and capabilities.

Greenhouse HRIS Link – Native “No-Code” Integration

Greenhouse offers an out-of-the-box solution called HRIS Link specifically for integrating with HRIS platforms like Workday. HRIS Link is a pre-packaged integration that manages mostly the outbound data flow from Workday to Greenhouse (plus a module for sending hires back to Workday)[11]. It’s designed to be configured rather than custom-developed, which means you don’t need heavy developer resources to set it up. In fact, Greenhouse touts that HRIS Link allows you to “seamlessly connect workflows and your most important data across hiring platforms and Workday HRIS…no developer resources required”[12].

What HRIS Link Does: With HRIS Link for Workday, Greenhouse can import and regularly update your organizational data from Workday – including jobs (requisitions/positions), offices, departments, and user accounts – to maintain parity between Greenhouse and the HRIS[13]. In other words, when you add a new office or department in Workday or open a new job requisition, those can be automatically created or updated in Greenhouse. Conversely, HRIS Link also enables exporting new hire records from Greenhouse to Workday, transforming candidate info from Greenhouse into the format needed for Workday onboarding[13]. This covers the full cycle: a position created in Workday appears in Greenhouse, and a hired candidate in Greenhouse is sent back to Workday.

How it Works: Under the hood, HRIS Link primarily uses Workday’s reporting and APIs. Companies generate custom Workday reports (RaaS – Report-as-a-Service) that contain the relevant data (jobs, offices, etc.), and Greenhouse’s HRIS Link polls these reports on a schedule (about every 15 minutes) to pull in any changes[14][9]. Because it leverages Workday’s delivered reports and web services, most of the heavy lifting is handled by Workday and Greenhouse’s integration logic, not your developers. Greenhouse HRIS Link provides mapping templates and a setup interface to map Workday fields to Greenhouse fields, and it validates and emails error logs if something doesn’t sync properly[9]. For syncing dropdown fields or “custom options,” HRIS Link can use either Workday’s RaaS reports or direct web service calls – each method has benefits (RaaS allows filtering and custom formatting) and drawbacks (web services are simpler but can’t filter out inactive values)[15][16].

Benefits of HRIS Link: The native integration is fast to implement and easy to maintain compared to a ground-up build. Greenhouse HRIS Link syncs data frequently (near-real-time updates), which keeps systems aligned. Administrators can adjust configuration (like adding a new field mapping or modifying a report) without deep technical expertise[17]. This agility means your team can tweak the integration as your organization changes – for example, adding a new job field to track can be as simple as editing the Workday report and updating the Greenhouse mapping, rather than coding. HRIS Link also covers common use cases out of the box, such as ensuring office and department names match exactly in both systems and keeping user accounts in sync (so new employees in Workday can automatically get Greenhouse accounts, and departures can be deactivated). Overall, it’s a streamlined, “configure not code” approach to Workday–Greenhouse integration, ideal for organizations that want a reliable solution without a large development project.

Limitations: Historically, Greenhouse’s HRIS Link (for Workday) focused on one-way sync from Workday to Greenhouse. The new-hire export (sometimes called “Hire Link”) was introduced as an add-on to handle the reverse direction[2]. As of 2025, Hire Link for Workday is in beta[18], but it represents Greenhouse’s effort to make the integration truly bidirectional. Without Hire Link enabled, companies would need a custom step or workaround to push hired candidates into Workday. Another limitation is that HRIS Link works within the data fields and structures that Greenhouse and Workday have standardized – if you need highly specialized transformations or business logic, the native integration may not cover it. In such cases, a custom integration or additional scripting might be required. Nevertheless, for most typical ATS-to-HRIS data syncing needs, HRIS Link provides a fast and dependable solution.

Custom Integration via Workday Studio or Middleware

For organizations with unique requirements or those who prefer to control every aspect of the data exchange, a custom integration can be developed. Workday provides an Integration Platform (Workday Integration Cloud and Workday Studio IDE) that allows developers to build complex, tailored integrations between Workday and other systems. Using Workday Studio (or an external integration platform like MuleSoft, Workato, etc.), developers can create an integration that handles both outbound data (Workday → Greenhouse) and inbound data (Greenhouse → Workday) exactly as needed[19][20].

What a Custom Build Involves: A custom Workday–Greenhouse integration might use Workday’s web services API directly, or generate Workday custom reports (RaaS) and then use a middleware script to parse and send data. Developers can define the exact data mappings, transformations, and business rules. For example, with a custom integration you could concatenate fields, enforce custom validations, or integrate additional systems (like also notifying an IT onboarding system when a hire is made). Workday Studio essentially serves as an integration command center, giving full control over how data flows between Workday and any ATS[21]. This approach might entail: building custom Workday reports, writing Studio workflows or transformation code, and setting up integration system users and security in Workday for API access. It’s also possible to use a third-party iPaaS solution – many vendors offer connectors for both Workday and Greenhouse – which can reduce the amount of code written while still allowing custom logic.

Benefits of Custom Integration: The biggest advantage is complete flexibility. A well-built custom integration can accommodate any field or process your business requires, beyond what the standard HRIS Link covers. It can also be fully bidirectional from the start (covering both the creation of jobs in Greenhouse and the hire event back to Workday). Additionally, a custom integration lives in your environment (or your integration partner’s), so you’re not limited by the capabilities of a SaaS add-on – you can integrate other data (e.g. pulling additional candidate attributes from Greenhouse into Workday that HRIS Link might ignore) or implement complex logic (e.g. conditional rules based on job type or location). For large enterprises with very specific workflows, this level of control can be crucial for success.

Drawbacks: The custom route comes with significant investment and maintenance. Building a Workday Studio integration requires specialized expertise in Workday’s tools and Greenhouse’s API, often involving certified Workday technical consultants[22]. It can be costly and time-consuming (some estimates put initial development in the tens of thousands of dollars plus ongoing maintenance)[23]. Every time your hiring process or data model changes (for instance, you add a new candidate field or change your org structure), your integration may need to be updated by a developer to accommodate that change. This means higher long-term ownership costs and reliance on technical resources or a partner. In short, a custom integration offers ultimate control but at the expense of simplicity – it’s usually justified only if your needs truly can’t be met by the native HRIS Link or if you have already an integration middleware in place that you want to utilize.

Making the Right Choice

For many organizations, Greenhouse’s HRIS Link integration for Workday is the fastest and most cost-effective path to get up and running. It covers the core use cases (syncing requisitions and hires) with minimal effort, and it’s officially supported by Greenhouse. In fact, one enterprise case study found that by leveraging the Greenhouse HRIS Link solution (with help from Greenhouse’s services team), they saved over 100 hours of work and achieved the integration at only 10% of the cost of their previous solution[24]. This underscores how much time and money a plug-and-play integration can save compared to a heavy custom project.

On the other hand, if your organization has complex workflows or compliance requirements that the out-of-box integration cannot handle, a custom integration might be warranted. Some companies start with HRIS Link for speed, then later extend or replace it with a custom build as their needs evolve. It’s also possible to use a hybrid approach – for example, use HRIS Link for the basics like jobs and user sync, but add a small custom process for a special case (maybe a custom report for a field that isn’t in the standard integration). The good news is that Workday was built to integrate and has an “open” API framework, so with the right guidance, nearly any integration scenario is achievable[25][8].

Key Benefits of a Workday–Greenhouse Integration

Implementing a robust Workday–Greenhouse integration yields significant benefits for HR, recruiting, and the business as a whole:

• Elimination of Manual Data Entry: No more copying candidate information from Greenhouse into Workday by hand. The integration automates the transfer of data, saving time and reducing human errors[26]. Recruiters and HR teams can focus on people, not data administration.

• Faster Onboarding and Improved Candidate Experience: An integrated ATS-to-HRIS process means new hires are in Workday (HRIS) as soon as they’re marked hired in the ATS. This streamlines onboarding – offer details and documents flow over instantly[2], so Day One prep (creating accounts, enrolling in benefits, etc.) can start right away. New employees won’t face delays due to paperwork bottlenecks.

• Data Consistency and Single Source of Truth: With integration, Workday and Greenhouse stay in sync on requisitions, offers, and hires. Everyone from Finance to Recruiting works off the same data for headcount and hiring. This consistency improves reporting and analytics – e.g. your Workday reports will accurately reflect recruiting pipelines, and Greenhouse can inherit org structure from Workday. No more discrepancies where hiring forecasts in one system don’t match actual onboardings in the other[1].

• Efficiency and HRIS Automation: Integrating an ATS with a HRIS is a prime example of HRIS automation. It automates what would otherwise be a series of repetitive tasks (creating jobs, entering personal details, updating statuses). This leads to increased operational efficiency and frees up HR team capacity. As Greenhouse notes, integrating via HRIS Link lets you manage recruiting “at scale, with increased efficiency…and reduced chances for human error”[26]. In real terms, companies have saved substantial time and money by automating their Greenhouse–Workday data flows[27][28].

• Better Cross-Functional Alignment: When your recruiting and HR systems are connected, it improves alignment between teams. Finance and leadership get accurate, real-time visibility into hiring status and headcount through Workday reports, while recruiters get clarity on authorized positions and budgets. This integration supports strategic workforce planning – as soon as a position is approved in Workday, recruiting can act on it, and as soon as a hire is made, HR and Finance see it reflected. The seamless flow of information encourages collaboration and trust between departments (talent acquisition, HR, finance), since everyone knows the data is consistent.

• Reduced Maintenance and Risk: Relying on spreadsheets or ad-hoc processes to sync systems is not only inefficient but risky. An integration greatly reduces the risk of something being overlooked, like a new hire not being added to payroll or a job getting filled beyond the approved headcount. Automated checks and error notifications (in the case of Greenhouse HRIS Link, for example) alert you if something didn’t transfer correctly[14]. Moreover, having a supported integration means you get updates and support from the vendors (Greenhouse, and Workday’s integration tools) whenever there are API changes or upgrades, so you stay compatible over time.

In summary, a well-executed Workday–Greenhouse integration leads to HRIS automation that boosts accuracy, speed, and efficiency across the hiring and onboarding lifecycle. It lets your organization scale hiring without scaling administrative overhead. As evidenced by real users, it can “save time, save money, and keep data consistently up-to-date” in both systems[27] – a win-win for all stakeholders involved in bringing new talent on board.

Ready to Integrate? OnoeX Can Help

Achieving a smooth Workday–Greenhouse integration requires the right strategy and expertise. This is where OnoeX comes in. As a consulting and implementation partner with deep experience in HR tech, OnoeX specializes in connecting ATS and HRIS platforms like Greenhouse and Workday. We understand the technical nuances of Workday’s API and Greenhouse’s capabilities, and we’ve helped companies design the integration approach that best fits their needs – whether that’s configuring the Greenhouse HRIS Link for quick wins or developing custom solutions for complex workflows.

OnoeX can guide you through every step of the integration journey: from aligning stakeholders on requirements, to configuring Workday reports and Greenhouse settings, to rigorous testing of the data flow. Our team ensures that your Workday–Greenhouse integration is not only up and running, but truly seamless – with clean data mapping, error handling, and security best practices in place. The result is a robust pipeline where your Greenhouse ATS feeds into your Workday HRIS effortlessly, and vice versa, supporting your hiring goals without hiccups.

Don’t let integration hurdles slow down your hiring process or HR operations. Contact OnoeX today to learn how we can tailor a Workday–Greenhouse integration solution for your organization. Whether you need a quick setup or a fully customized integration, our experts will help you unlock the full potential of HRIS automation and ensure that your tools work in harmony. Transform your recruiting-to-onboarding journey with OnoeX – and let us handle the heavy lifting behind the scenes. 🟢 Get in touch with OnoeX to schedule a consultation and take the first step toward a seamless Workday–Greenhouse integration! 🟠[10][27]

Citation

[1] [4] [5] [6] [7] [9] [10] [11] [19] [20] [21] [22] [23] Comparing 3 Options for Workday-Greenhouse Integration for Headcount Planning — Harmonizing Headcount

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[2] [18] Hire Link for Workday® – Greenhouse Support

https://support.greenhouse.io/hc/en-us/articles/37059787892251-Hire-Link-for-Workday

[3] Workday/Greenhouse Integration : r/workday

https://www.reddit.com/r/workday/comments/yqodlc/workdaygreenhouse_integration/

[8] [25]  Workday Integrations and Workday Tools | Workday UK 

https://www.workday.com/en-gb/products/platform-product-extensions/integrations.html/1000

[12] [24] [28] How Greenhouse Services provide enterprise companies with customized guidance for hiring success

https://www.greenhouse.com/blog/how-greenhouse-services-provide-enterprise-companies-with-customized-guidance-for-hiring-success

[13] [14] [17] [26] HRIS Link overview – Greenhouse Support

https://support.greenhouse.io/hc/en-us/articles/360055282972-HRIS-Link-overview

[15] [16] Workday®️ custom option sync integration: RaaS vs. web service – Greenhouse Support

https://support.greenhouse.io/hc/en-us/articles/4405338801691-Workday-custom-option-sync-integration-RaaS-vs-web-service

[27] Greenhouse HRIS Link gives Verifone the ideal Workday integration experience

https://www.greenhouse.com/customer-stories/hris-link-verifone-ideal-workday-integration