User Management - Workday
The Kazoo Workday integration allows you to keep your Kazoo users in sync with your Workday employee directory by creating, updating, and archiving users in a nightly automated process. To get started, you’ll have to do a little bit of configuration in Workday.
Note: The Kazoo Workday integration does not send activation emails. Please reach out to Kazoo Support for more information.
Workday Configuration
This integration depends on a feature of Workday called Reports as REST-Based Web Services. This feature allows you to create custom reports within Workday and expose them as a web service that the Kazoo application can consume. Here are the steps you should follow to set this up:
- Create either a simple custom report or an advanced custom report containing the data described in Report Fields.
- Expose the report as a REST web service.
- Create a generic user account and grant it access to the report web service.
- Send the username, password, and report web service URL to your Kazoo contact.
The URL contains the username of the report owner. Assigning report ownership to a generic user account (such as one to maintain schedules) prevents the report from breaking if a user leaves the company (ie. terminated from Workday).
Report Fields
Below are the fields you should include in your Workday custom report:
First name
Last name
Preferred name
(optional; first name only)Email address
Notification address
(optional; defaults to email address)Employee ID
Username
(optional; defaults tofirst.last
)Status
: 1 for active, 0 for archived. Users who have been terminated need to be kept on the report for at least 7 days to ensure they are properly archived.Country
(required)Job title
(optional)Employment start date
(optional)Termination date
: (optional; setting this will set the user as archived/terminated within Kazoo) Users who have been terminated need to be kept on the report for at least 7 days to ensure they are properly archived in YouEarnedIt.Birth date
(optional)Custom Point Allocation Rule
(optional; must match name of Point Rule defined in Kazoo)Manager employee ID
(optional)Base 64 image
: Base-64-encoded image data for the user’s profile photo (optional; not to be used withRemote image URL
)Remote image URL
: The publicly accessible URL of the user’s profile photo (optional; not to be used withBase 64 image
)Groups
: Users can be associated with groups within Kazoo by including special group fields in your report (optional)
Group Fields
Kazoo allows admins to organize users using groups and group types. For example, “Location” could be a group type containing the groups “Austin” and “New York”. This data can be imported with the Workday integration by including group ID/name pair fields in your custom report. For example, if you were importing a user that belonged to the “Austin” location group, the report would need to specify two fields. The first field (e.g. location_id
) would contain a permanent unique identifier for that group. The second field (e.g. location_name
) would contain the friendly display name of that group.
Once a set of group fields has been configured, any new ID/name pairs present in the Workday report will automatically create a corresponding group within Kazoo.
Resources
Contact your Workday support team if you have questions or need guidance on building these reports.
- Advanced Report Writer: Web Services (Subscription)
- Advanced Workday Studio
- Simple Integrations
- Entire course catalog
Kazoo Configuration
Once Workday has been configured for the integration, the Kazoo team will configure your Kazoo account to import the data on a nightly basis. Usually, the Kazoo team will configure the data mappings for you, but should you want to adjust these yourself, you can do so under Admin > Preferences > Workday Group Settings
(only available after initial setup by the Kazoo team).