Summary
The Workday Connector links your Workday HCM system with KnowledgeCity so that user records flow into your KnowledgeCity account automatically and training results flow back out to Workday. It keeps your learner directory aligned with Workday and reports course-completion data to Workday Learning without manual re-entry.
Introduction
The Workday Connector is part of the KnowledgeCity Integrations product. It belongs to the HR / user-provisioning and completion-sync family of connectors, alongside integrations for systems such as SAP SuccessFactors, Oracle HCM, UKG, and BambooHR.
It is typically set up by administrators or an IT / HR systems team who manage both the Workday environment and the KnowledgeCity account. The connector solves a common problem for organizations that run Workday as their system of record: instead of manually adding and deactivating learners or exporting completion reports by hand, the integration keeps both systems in step so the right people always have the right access and their training history stays current in Workday.
Key Concepts
- User provisioning: the connector uses Workday as the source of truth for people data, so learner accounts in KnowledgeCity are created and kept up to date from your Workday HCM directory.
- Completion and record sync: course-completion data from KnowledgeCity is pushed back to Workday Learning, so training records live in your HR system of record.
- SCIM provisioning: KnowledgeCity supports SCIM as a provisioning standard, which is the mechanism used to synchronize user identities between an HR/identity source and KnowledgeCity.
- REST API and webhooks: integrations exchange data through KnowledgeCity's REST API and webhooks, which allow completion events and record updates to move between systems.
- OAuth2 security: connections are secured with OAuth2, so the two systems can authenticate and exchange data without sharing raw passwords.
- Bidirectional flow: the integration works in two directions: people data comes in from Workday, and completion records go out to Workday Learning.
Steps to Follow
The exact screens vary by environment, so the steps below describe the integration at the level KnowledgeCity supports. Work with your KnowledgeCity contact to confirm the specifics for your account.
Confirm your prerequisites
Before you begin, make sure you have administrator access to both your Workday environment and your KnowledgeCity account. Confirm that your KnowledgeCity plan includes the Integrations product and that you are able to configure connectors for HR / user provisioning and completion sync.
Set up authentication
Establish a secure connection between the two systems using OAuth2. This lets Workday and KnowledgeCity authenticate with each other and authorizes the connector to read user data and write completion records, without exchanging static passwords.
Configure user provisioning
Enable provisioning so that Workday HCM acts as the source of truth for your people data. KnowledgeCity supports SCIM provisioning, which synchronizes user identities from your HR source into KnowledgeCity. Once provisioning is active, learner accounts are created and kept up to date from Workday.
Enable completion and record sync
Turn on completion sync so that course-completion data generated in KnowledgeCity is pushed to Workday Learning. This sync relies on KnowledgeCity's REST API and webhooks to send completion events back to Workday, keeping training records in your system of record.
Verify the connection
After the connector is configured, confirm that data is flowing in both directions. Check that users from Workday appear in KnowledgeCity as expected, and that a test completion in KnowledgeCity is reflected in Workday Learning. For complete technical documentation, refer to integration.knowledgecity.com.
Conclusion
Once configured, the Workday Connector keeps your learner directory aligned with Workday HCM and reports training completions back to Workday Learning automatically, reducing manual administration and keeping your HR system of record accurate. For deeper technical details or help configuring your specific environment, reach out to your KnowledgeCity contact.