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Workable Integration
Workable Integration

Connect your Workable instance with Enboarder to automatically send new hires into their onboarding experience!

Adam Faludi avatar
Written by Adam Faludi
Updated over 4 months ago

This document outlines the main steps to Integrate Workable with Enboarder. Workable Integration utilizes the Webhook feature and their API. The current Integration support hired event when candidate hired and moved to hire stage.

Before you begin: Like anything worth doing, integrations take time. Please allow up to 4 weeks for this integration to be completed, this includes time for scoping, development and testing. You’ll also need to have a system expert and/or system administrator to assist in the completion of this integration.

Enboarder Integration Set up

Here are the steps for Integration:

  • Login as admin user and go to Settings → Integration → App center

  • Click on the tile Workable (or search if you can't see it) for which you want the integration setup.

  • Click on Add Integration button

  • On the next screen, click on Integrate now button.

  • The system will redirect you to the Workable site. Please enter your workable credentials

  • If there is no error, the system will mark the tile Workable as Integrated. It will also register the webhook URL for enboarder

Field Mapping in Enboarder

Start Date mapping

By default, Enboarder uses the date when the candidate moves to the hire stage as the Start date. In case you want to set up some other date, then please ask Workable Support to create a custom field in your Workable account. The data type of this field should be Date and its label should be "Start Date". If this field is set and it has value then it will be used as the start date in our system.

Mapping Extra Managers via Custom Fields

By default, the Workable integration supports 1 manager role ( Direct Manager) which is mapped to the member who moved candidates to the hiring stage. To map extra managers with mobile numbers or emails, Workable custom fields should be used.

These custom fields need to be created on the candidate profile and will be filled by users only. The type of both fields should be text. The naming convention to be used for the Custom field should be as follows

Say we have created Recruiter as a dynamic stakeholder in Enboarder. Now to define Mobile or Email for this stakeholder, the Key name convention same as the stakeholder label but suffixed with mobile or email. ( Example: Recruiter Mobile or Recruiter Email). You need to create a minimum of 2 fields

  • First for the name. Its name should be the same as the stakeholder label in Enboarder

  • Second field either email or mobile with the name as stakeholder label suffixed with mobile or email as below

Now Enboarder will be able to map multiple stakeholders for you to launch Workflows with!

How to create Candidate Data in Workable

  • Login in workable

  • Go to jobs and click on Job for which you want to hire the candidate

  • On the next page, click on Add candidate → Enter Detail Manually

  • Fill in the candidate detail and click on Candidate detail

  • On the next screen, move the candidate to the offer stage

  • On the offer screen, make the candidate offer and fill in the detail and send it to the candidate.

  • Once the candidate accepted the offer, move the candidate to the hiring stage.

Mapping Extra Managers via Custom Fields

By default, Workable integration supports 1 manager role ( Direct Manager) which is mapped to the member who moved candidates to the hiring stage. To map extra managers with mobile numbers or emails, Workable custom fields should be used. These custom fields need to be created at the candidate profile and will be filled by users only. The type of both fields should be text. The naming convention to be used for the Custom field should be as follows

Say we have created Recruiter as a dynamic stakeholder in Enboarder. Now to define Mobile or Email for this stakeholder, the Key name convention same as the stakeholder label but suffixed with mobile or email. ( Example- Recruiter Mobile or Recruiter Email). You need to create a minimum of 2 fields

  • first for the name. Its name should be the same as the stakeholder label

  • second either email or mobile with name as stakeholder label suffixed with mobile or email.

Parent-Child Mapping

In order to pass data from your parent account integration into child accounts, you are able to add a custom field in both Workable and Enboarder to achieve this

Set up in Workable

You will need to create a custom field in Workable with the label subsidiarycompanyid. This should be a dropdown field type. It should be filled by the user, not the candidate and should be added on the candidate profile.

The child account ID can be any ID that is unique per child account and available in Workable. This ID will be used to find the child account in Enboarder. The ID can be alphanumeric or string. It should be passed to our system as a string.

Example: If you have 3 child accounts in Enboarder, you might use the office location city as child ID (assuming you have only one office per city). You would need to send us the below data in a CSV file:

Child Account Name

External id

1

Account 1

Sydney

2

Account 2

Brisbane

3

Account 3

London

Set up in Enboarder

You simply need to share the IDs that you have assigned to each child account with the Enboarder team (as shown above).

Now, when a candidate is created in workable, a value will be added to this field. When the candidate is moved to the hire stage, the Enboarder webhook is called. Enboarder will check the value of subsidiarycompanyid, and if this ID matches with any of your child account IDs in Enboarder:

  • The workflow will be launched in that account

  • If not, the workflow will be launched on the parent account

TroubleShooting

You can now investigate the mapping issues very easily. The API response is now available on UI. Please go to Setting ->Integration -> Audit logs for that account to view the complete payload. There will be multiple rows. One contains the complete response message and the rest will provide candidate information regarding workflow.

Click on the row with blank Employee to see complete payload.

That completes the Workable integration setup.

Please reach out to your Customer Success Manager if you have any questions.

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