This guide walks you through connecting your Workday account to Hatch. See this article for an overview of how the integration works.
Before you start
You'll need administrator access to your Workday instance.
Create a Hatch Recruiting Source in Workday (Maintain Recruiting Sources > Applicant Source Reference ID) to ensure candidates are correctly attributed.
The connection is managed through Merge, a trusted integration partner. Hatch never stores your Workday credentials directly.
How to connect
In Hatch, go to Settings > Integrations.
Select Workday from the list of available integrations.
Follow the prompts to authenticate with your Workday ISU credentials and grant permissions (see below). Check out this article for more details.
Wait for the initial sync to complete. This can take up to a few hours for larger accounts.
Set up Candidate Home accounts. You'll need to configure a one-time notification in Workday so candidates can log in to their Workday account. See Setting up Candidate Home accounts below.
Once connected, you'll see your connection status in Settings > Integrations.
Workday API permissions
Required
Applications: Push candidates into your pipeline on apply; sync stage changes back to Hatch
Attachments: Access candidate files and resume data
Candidates: Create and update candidate records when applications are pushed
Departments: Filter imported jobs based on department
EEOC: Read equal employment opportunity data associated with candidates
Job stages: Map Workday stages to Hatch stages for two-way sync
Jobs: Import and sync job data for auto-posting
Job postings: Detect public job postings for auto-import
Offers: Read offer data associated with candidates
Offices: Import office/location metadata for jobs
Rejection reasons: Sync candidate rejection status and reasons back to Hatch
Scheduled interviews: Read interview data associated with candidates
Scorecards: Read feedback submitted against candidates
Screening questions: Import application form questions and candidate responses
Sources: Track candidate source attribution — all Hatch candidates are tagged with the "Hatch" source automatically
Users: Resolve recruiter assignments for imported jobs
Setting up Hatch as an applicant source
To track applications from Hatch in Workday, you'll need to configure a custom applicant source.
In Workday, go to Maintain Recruiting Sources and create a custom applicant source for Hatch.
Copy the applicant source reference ID.
Enter the ID in the Applicant Source ID field in your Workday integration settings in Hatch.
Once set up, all applications submitted via Hatch will be automatically assigned to that source in Workday.
Setting up Candidate Home accounts
When a candidate is sent from Hatch to Workday, a candidate record is created, but they won't yet be able to log in to check their application status or accept offers.
To ensure candidates from Hatch can access their Workday account, you'll need to configure a notification that lets them claim their account and set a password. This is a standard Workday configuration for any external sourcing tool.
Search for Business Process Definitions in Workday and open the report.
Find Job Application in the Business Process Type column.
From the actions menu, select Business Process > Add Notification and confirm.
Select an email template to override (e.g. "Job Application Email Template").
Check Do Not Include Notification Details Link.
Set the trigger to On Entry with the value Review Candidate.
In the Conditions and Rules section, set the rule to Candidate Home Account URL is not blank.
Under Recipients, set the group to Candidate as Self.
In the message content, include the Create Candidate Home Account URL field.
Once configured, any candidate sent from Hatch who doesn't already have a Candidate Home account will automatically receive an email with a link to create one.
Sending profiles
There are two ways to send candidates from Hatch to Workday, which you can configure on a job level, or set defaults in Settings > Integrations > Sending profiles.
Send on shortlist
Candidates are sent to Workday when they're shortlisted in Hatch. This is a one-way sync — once a candidate is sent, Hatch will no longer manage their progress. All subsequent candidate communications are handled in Workday.
Note: applicants won't receive Hatch notifications for actions taken in Workday.
Send on apply (two-way sync)
Candidates are sent to Workday as soon as they apply. Actions in either Hatch or Workday are kept in sync. This requires you to map each Hatch stage to a corresponding stage in Workday. Stage mapping can be set as a company-wide default and customised per job.
Applications → syncs to New Applicant (fixed)
Shortlist → select a Workday stage (e.g. Phone screen)
Declined → syncs to Declined (fixed)
You'll also need to set a default disposition reason, which is applied in Workday when a candidate is declined in Hatch. You can set a company-wide default in your account settings or a job-specific default.
Importing and auto-posting jobs
You can import jobs from Workday manually from the job creation screen. Hatch pulls in the job details automatically.
You can also enable auto-posting, which automatically posts new jobs from Workday on Hatch. When auto-posting is active, you can filter which jobs are imported by office and department. You'll also set a default job owner who will be marked as the hiring manager on Hatch.
All linked jobs will be closed automatically when it closes on your Workday careers site.
Need help?
Reach out to your Hatch contact or support@hatch.team and we'll walk you through it. Hatch partners with Merge to support ATS integrations — Merge are an official Workday partner.