How a Fast-Growing Technology Company Automated Their Candidate-to-Employee Journey
Executive Summary
A rapidly expanding technology company transformed their hiring process by integrating Workday (HRIS) with Greenhouse (ATS) using Workato’s intelligent automation platform. The result? An 80% reduction in manual data entry, accelerated onboarding timelines, and seamless collaboration between HR and recruitment teams.
The Challenge
As our client scaled from startup to enterprise, their manual hiring processes couldn’t keep pace with growth. Their HR and recruiting teams were trapped in a cycle of inefficiency:
The Pain Points:
- Disconnected Systems: Candidate data lived separately in Greenhouse (recruiting) and Workday (HR), creating information silos
- Manual Data Re-entry: Recruiters spent hours transferring candidate information to HR systems after each hire
- Delayed Onboarding: New employees faced frustrating delays as HR manually processed hiring paperwork
- Limited Visibility: HR leaders had no real-time insight into recruiting pipeline progress
- Error-Prone Processes: Manual handoffs led to data inconsistencies and compliance risks
“We were hiring great talent, but losing momentum in the handoff from recruiting to HR. Our manual processes were becoming a bottleneck to growth.” – Chief People Officer
Our Solution Approach
We designed a comprehensive integration strategy using Workato to create a unified candidate-to-employee ecosystem. Our approach focused on four key automation pillars:
1. Intelligent Data Synchronization
Automated real-time data flow between Greenhouse and Workday, ensuring candidate information seamlessly transforms into employee records.
2. Smart Workflow Automation
Triggered workflows that automatically initiate onboarding processes the moment a candidate accepts an offer.
3. Robust Error Management
Built-in retry logic, data validation, and alert systems to ensure 99.9% data accuracy and process reliability.
4. Enhanced Visibility & Reporting
Real-time dashboards providing HR leaders with complete visibility into the recruiting-to-onboarding pipeline.
Implementation Highlights
Core Integration Workflows
🎯 Hire-to-Employee Automation When recruiters mark a candidate as “Hired” in Greenhouse, Workato instantly creates a complete employee profile in Workday with all relevant details, compensation information, and role assignments.
📋 Offer Management Integration Approved offers in Greenhouse automatically trigger HR workflows in Workday, including contract generation, benefits enrollment, and equipment provisioning.
🔄 Continuous Profile Synchronization Any updates to candidate information (role changes, start date modifications, location updates) sync instantly between both systems.
📊 Pipeline Intelligence HR teams receive real-time recruiting metrics and hiring forecasts directly in Workday, enabling better workforce planning.
Technical Excellence
Seamless API Integration: Leveraged Workato’s pre-built connectors for both Greenhouse and Workday, ensuring robust, scalable connections.
Advanced Data Mapping: Intelligent field mapping ensures candidate attributes correctly translate to employee data structures.
Enterprise Security: OAuth 2.0 authentication and role-based permissions maintain the highest security standards.
Monitoring & Alerting: Comprehensive logging with Slack and email notifications ensure immediate awareness of any process exceptions.
Measurable Business Impact
Operational Efficiency
- 80% reduction in manual data entry tasks
- 3-day decrease in average onboarding time
- 99.8% data accuracy improvement between systems
Enhanced Collaboration
- Unified view of candidate journey across teams
- Real-time visibility into hiring pipeline status
- Streamlined communication between HR and recruiting
Scalable Growth Support
- Automated processes that scale with hiring volume
- Reduced compliance risk through consistent data handling
- Improved candidate experience with faster, smoother onboarding
Cost Savings
- 40+ hours/month of administrative time saved
- Reduced hiring cycle time enabling faster team growth
- Lower training costs through standardized processes
Client Testimonial
“The Workday-Greenhouse integration has been transformational for our talent operations. What used to take our team hours now happens automatically. We’re hiring faster, onboarding more smoothly, and our data accuracy has never been better. Our HR team can now focus on strategic initiatives instead of administrative tasks.”
Sarah Johnson
Chief People Officer
The Technology Behind Success
Integration Platform: Workato Enterprise Automation Platform
Source System: Greenhouse Recruiting (ATS)
Target System: Workday Human Capital Management
Implementation Timeline: 6 weeks from discovery to go-live
Systems Integrated: 2 primary systems + 4 supporting applications
Key Technical Features
- Real-time webhook triggers for instant data sync
- Advanced error handling with automatic retry logic
- Comprehensive audit trails for compliance
- Role-based security with OAuth 2.0
- Scalable architecture supporting 500+ hires annually
Ready to Transform Your Hiring Process?
This integration showcases how the right automation strategy can eliminate operational bottlenecks and accelerate business growth. Whether you’re managing 50 or 5,000 annual hires, we can design a custom integration solution that transforms your talent acquisition process.
What We Deliver: ✅ Seamless system integrations
✅ Reduced manual processes
✅ Improved data accuracy
✅ Faster time-to-hire
✅ Enhanced team collaboration
✅ Scalable automation solutions
Start Your Integration Journey
Contact our integration specialists to discover how we can streamline your HR and recruiting operations.
Get Started Today:
- Schedule a free consultation
- Review your current tech stack
- Design a custom integration roadmap
- Implement proven automation solutions
Ready to eliminate manual hiring processes and accelerate your talent acquisition? Let’s talk.
