HR & People package

Workday new hire → onboarding

A Workday Hire event reads the worker, applies the job family checklist and onboarding plan, starts IT provisioning and has the hiring manager prepare day one.

Connects to Workday

OfficialHeadless / APIIntermediate~25 min setupv1.0.0
Download .utpkg 19 KBHow to install

About this package

What it does

Workday new hire → onboarding turns a completed Hire business process into a ready first day. Workday sends the hire event (an outbound integration or business process notification) with the worker id, and the workflow reads the worker from the Workday Staffing REST API: name, business title, job profile and family, supervisory organization, manager, hire date and location.

The Onboarding checklist by job family table supplies the equipment, systems, buddy team and IT lead time, and a Workday report-as-a-service call reads the onboarding plan tasks already assigned in Workday. The hire is logged, an IT provisioning sub-workflow starts with a ready-by date, and an SLA tracks readiness to day one.

The hiring manager gets a task form with the job family checklist lookup, equipment choice, buddy and first-week plan, and Ready for day one / Not ready buttons. When ready, the new hire gets a welcome email. Point the integration at your Workday tenant and adjust the checklist rows.

Headless / API

Starts when Workday posts a Hire event (worker id) to the workflow start API or inbound webhook, e.g. from a business process notification or an outbound EIB/Studio integration.

Another system starts it over REST or an inbound webhook. No UI is needed; people only appear where a decision needs a human.

The flow

Step by step

  1. 1

    Hire event

    Workday posts the worker id when the Hire business process completes.

  2. 2

    Read the worker

    Get worker returns the title, job profile and family, supervisory organization, manager, hire date and location.

  3. 3

    Checklist and plan

    The job family row sets equipment, systems and IT lead time; the RaaS report lists the Workday onboarding plan tasks.

  4. 4

    IT provisioning

    An async sub-workflow gives IT a task to prepare the laptop and accounts by the ready-by date.

  5. 5

    Hiring manager

    A task form with the checklist lookup, equipment choice and buddy; Ready for day one or Not ready.

  6. 6

    Welcome

    When ready, the new hire is emailed their first-day details and the log is updated.

Workday new hire onboarding — A Workday Hire event starts onboarding: the worker is read from Workday, the job family checklist and onboarding plan are applied, IT provisioning starts and the hiring manager prepares the first week. The same canvas you get in the designer after installing.

Sub-workflow: IT provisioning

Sub-workflow: IT prepares the laptop and accounts for a new hire before their first day.

Forms

Inputs and task forms

The inputs a caller passes when it starts a run, and the forms people complete when the process needs a decision.

Start inputs

Workday new hire onboarding

Passed by the calling system

Workday worker id * worker_id · textWorkday worker WID from the Hire business process event
Business process event id event_id · textWorkday Hire event WID (for traceability)
Hire date hire_date · dateYYYY-MM-DDOptional: hire date from the event (the worker record is used otherwise)
Hiring manager (user id) hiring_manager_user_id · textOptional: UserTasks user id of the hiring manager; the install-time default receives the step otherwise

User Task

Hiring manager: first week

Get ready for {{worker_name}} ({{business_title}}), starting {{hire_date}} · 2-column grid · own header and theme

Job family checklist * job_family_kit · lookupPrefilled: {{job_family}}
Standard kit standard_equipment · text
Equipment * equipment · choice
Standard laptopDeveloper laptop (32 GB)Developer laptop + 2 monitorsLaptop + headsetBring own device
Buddy team buddy_team · text
Buddy * buddy · text
Desk in the office desk_needed · boolean
First-week focus * first_week_focus · textarea
Notes for IT and People team notes · textarea
Ready for day oneNot ready

User Task · IT provisioning

Provision equipment and accounts

Provision {{worker_name}} ({{business_title}}) by {{ready_by}} · 2-column grid · own header and theme

Laptop asset tag * asset_tag · text
Accounts created * accounts_created · boolean
MFA enrolment sent mfa_enrolled · boolean
Notes notes · textarea
ProvisionedBlocked

Headless

Call it from your systems

Every workflow can be started over REST, MCP or the CLI, whatever its trigger, with the sample input below. Runs start straight away on the published version; replace <workflow id> with the id the install created.

REST

shell
curl -X POST "$USERTASKS_URL/api/v1/workflows/start" \
  -H "Authorization: Bearer $USERTASKS_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"workflow_id":"<workflow id>","variables":{"worker_id":"3aa5550b7fe348b98d7b5741afc65534","event_id":"c0ffee00a1b2c3d4e5f60718293a4b5c","hire_date":"2026-11-16"}}'

CLI

shell
usertasks workflows inputs <workflow id>          # the start form: keys, types, required
usertasks workflows run <workflow id> --input worker_id=3aa5550b7fe348b98d7b5741afc65534 --input event_id=c0ffee00a1b2c3d4e5f60718293a4b5c --input hire_date=2026-11-16 --wait

Inbound webhook

shell
usertasks webhooks create <workflow id>          # prints the hook slug and secret once
curl -X POST "$USERTASKS_URL/api/webhooks/inbound?hook=<slug>" \
  -H "Authorization: Bearer <webhook secret>" -H "Content-Type: application/json" \
  -d '{"worker_id":"3aa5550b7fe348b98d7b5741afc65534","event_id":"c0ffee00a1b2c3d4e5f60718293a4b5c","hire_date":"2026-11-16"}'

What's included

9 assets, ready to adapt

TypeNameDetails
Email templateWelcome to the teamSent to the new hire once the hiring manager confirms the first week is ready.
Data tableNew hire logOne row per Workday hire event: who, when they start, and how far onboarding has got.
Data tableOnboarding checklist by job familyWhat each job family needs on day one: equipment, systems, buddy team, training track and how many days IT needs. The hiring-manager form looks the job family up here.
IntegrationWorkday
API referenceGet onboarding planGET /service/customreport2/acme/ISU_UserTasks/Onboarding_Plan_Tasks?format=json — Workday report-as-a-service (RaaS) JSON: the onboarding plan tasks assigned for the worker (Report_Entry rows).
API referenceGet workerGET /api/staffing/v6/acme/workers/{{worker_id}} — Workday Staffing REST: the hired worker with title, job profile and family, supervisory organization, manager, hire date and location.
Retention policyOnboarding records: 24 monthsKeep onboarding log rows for 24 months, then purge them. Apply it to the New hire log table after install.
WorkflowIT provisioning8 steps — Sub-workflow: IT prepares the laptop and accounts for a new hire before their first day.
WorkflowWorkday new hire onboarding18 steps — A Workday Hire event starts onboarding: the worker is read from Workday, the job family checklist and onboarding plan are applied, IT provisioning starts and the hiring manager prepares the first week.

New hire log · 1 sample rows

Workday worker idEmployee idWorkerJob familyHiring managerHire dateEquipmentStatus

Onboarding checklist by job family · 5 sample rows

Job familyStandard equipmentSystems and accessBuddy teamTraining trackFirst-week focusIT lead time (days)

Requirements

What you connect it to

Credentials never travel in a package. The install wizard asks for what your environment must provide, or installs it incomplete until you finish setup.

Needs

  • REST API — A REST API integration: set its base URL and credentials on install.
  • Assignees — People in your workspace to receive the User Tasks (picked on install).
  • Inbound webhook — An inbound webhook created for the workflow, so other systems can start it.
  • Email (optional) — Email delivery configured for the instance (EMAIL_PROVIDER), used for notifications.

After installing

  1. Workday integration: set the base URL to your tenant services host (https://<host>/ccx) and an OAuth 2.0 bearer token for an Integration System User (API client for integrations). Replace "acme" in the reference paths with your tenant name.
  2. Get onboarding plan calls a RaaS custom report (ISU_UserTasks/Onboarding_Plan_Tasks, JSON, prompt Worker_ID): create or rename the report and share it with the integration system user.
  3. Assignees: pick the default hiring manager and the IT provisioning person (runs can pass hiring_manager_user_id).
  4. Point Workday at the start API: a business process notification or an integration subscribed to Hire posts {"worker_id": "<WID>", "event_id": "<event WID>"}.
  5. Edit the Onboarding checklist by job family rows; optional: set EMAIL_PROVIDER for the welcome email and apply the 24-month retention policy to the New hire log.

Asked for on install

  • Integration “Workday”Required

    • Tokenconfig.auth_config.token
    • Base urlconfig.base_urldefault https://wd-impl.workday.example.com/ccx· optional

  • Workflow “IT provisioning” assigneesRequired

    • User for step “Provision equipment and accounts”nodes.3.config.assignee_id

  • Workflow “Workday new hire onboarding” assigneesRequired

    • User for step “Hiring manager: first week”nodes.11.config.assignee_id

Install

Install it in your workspace

Works on UserTasks cloud and on any self-hosted instance. Installing creates the assets above; nothing runs until you complete setup and start it.

In the app

  1. Download workday-new-hire-onboarding-1.0.0.utpkg.
  2. Open Automations → Packages and drag the file onto the page (or choose Import package). Browse gallery there lists every gallery package without downloading by hand.
  3. Pick the file. The wizard verifies the checksum, every file hash and the signature, and shows the readme.
  4. Review the changes (what is created) and the data rows.
  5. Fill in the requirements, or tick Keep incomplete and finish later with Complete setup.
  6. Done: the workflow is published and active once setup is complete.

With the CLI

shell
curl -fLO https://usertasks.com/gallery/workday-new-hire-onboarding-1.0.0.utpkg
usertasks packages inspect workday-new-hire-onboarding-1.0.0.utpkg       # offline: checksum, hashes, signature
usertasks packages install workday-new-hire-onboarding-1.0.0.utpkg --dry-run
usertasks packages install workday-new-hire-onboarding-1.0.0.utpkg       # prompts for each requirement
usertasks packages install workday-new-hire-onboarding-1.0.0.utpkg --keep-incomplete --yes   # in CI; finish with:
usertasks packages complete workday-new-hire-onboarding -f values.yaml

Verify the download

File SHA-256
87b9c7b90b8f700be1447d1b5b778857d2a918bbdc40d475747a2761b98b0d1c
Package checksum (what is signed)
sha256:563233bd432b4098b50a607a31264a2ea37eafb7bef8387f0dc8cd756e59dab8
Signer
Unsigned preview build — compare the SHA-256 above

shasum -a 256 workday-new-hire-onboarding-1.0.0.utpkg should print the file SHA-256. How gallery packages are signed.

Versions

Version 1.0.0

  1. v1.0.02026-10-28First release.

Installing a newer version upgrades in place: local credentials and requirement values are kept, and changes you made are flagged first. How packages work

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