Overview
Gem can integrate with Workday at two levels: Basic and Advanced
Capabilities include:
- Basic Integration - Upload candidates from Workday into Gem.
- Basic Integration - Check for already-existing candidate profiles in Workday, preventing duplicate Workday profiles from being created.
- Advanced Integration - For teams that have access to Talent Compass, the Advanced integration syncs Workday data (ex. job, candidate, application, etc.) to Gem for reporting and actioning upon.
Requirements
- You must be a Workday Security Administrator
- You must be a Gem Admin
Setup
If you are on a paid Gem account, please contact your team’s dedicated Gem Customer Success Manager for setup guidance and instructions. If you are on a trial Gem account, please contact our Sales team at sales@gem.com for more information.
Troubleshooting
Workflow steps not visible
When you advance or reject candidates in Gem with the Workday integration enabled, the workflow steps shown in Gem reflect your permissions in Workday. Steps that require membership in a specific Workday security group (e.g. admin-only steps) are only available to users in that group.
If a workflow step is not visible in Gem, the step may require Workday security group access that your account does not have. Contact your Workday administrator to confirm your permissions if you believe you should have access to a particular step.
Required ISU permissions for interview scheduling
Gem requires your Workday Integration System User (ISU) to have permission to create and update interview data in Workday. Without this permission, Gem cannot write interview records back to Workday when an interview schedule is confirmed.
If your ISU is missing this permission, you may see an error in Gem Scheduling when confirming a schedule, notifying you that “your ISU does not have permission to create interview data”.
Follow these steps to resolve the issue:
- Contact your Workday system administrator.
- Ask them to grant your ISU access to create and update interview records.
- Once the permission is granted, retry confirming the schedule in Gem Scheduling.
If you're not sure which permissions your ISU has, reach out to Gem support with your Workday ISU name, and we can help identify what's needed.
Service unavailable error
Gem’s integration with Workday regularly validates your credentials when it syncs Workday data. If your Workday credentials are detected as invalid at the start of a sync, you may see a ‘Service unavailable’ error, in which case the sync is skipped and will not run until you update your credentials.
Your credentials might become invalid for various reasons, including:
- Your Workday password was changed or expired.
- The Workday service account used for the integration was deactivated.
- Your organization's Workday tenant URL changed.
If you see this error, follow these steps:
- Select your account at the bottom of the main sidebar, then select the Admin settings option in the dropdown.
- Select the Integrations tab.
- Go to the Workday section.
- Re-enter your Workday credentials (username, password, and tenant URL).
- Save your changes.
- Gem will validate the new credentials and resume syncing on the next scheduled sync.
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.