Mosaic + Workday REST
Connect Mosaic and Workday REST to Unify Resource Planning with HR Data
Sync workforce data between Mosaic and Workday automatically, so your teams aren't chasing stale records or doing double entry.
Why integrate Mosaic and Workday REST?
Mosaic is a resource management and workforce planning platform that helps organizations forecast capacity, allocate team members, and track project financials. Workday REST handles the HR side — employee records, compensation, org structures, and time tracking. On their own, each does its job well. Connected, project managers get accurate headcount data for planning while HR teams can see how employee time and resources are actually being used across the business.
Automate & integrate Mosaic & Workday REST
Use case
Automated Employee Onboarding into Mosaic
When a new employee is created or activated in Workday, their profile — role, department, cost center, and start date — is automatically provisioned in Mosaic. Project managers can start allocating the new team member to upcoming work right away, without waiting on manual data entry.
Use case
Real-Time Role and Department Change Sync
When an employee's job title, department, or manager changes in Workday, those updates land in Mosaic immediately, keeping resource plans current with your actual org structure. Project managers stop allocating people to work that no longer fits their role or reporting line.
Use case
Employee Offboarding and Capacity Recalculation
When a termination or leave of absence is recorded in Workday, the integration updates or deactivates the corresponding resource in Mosaic and flags open allocations for reassignment. Project leaders get timely alerts so they can rebalance workloads before deadlines slip.
Use case
Labor Cost Reconciliation Between Mosaic and Workday
Planned labor costs from Mosaic resource allocations are automatically reconciled against actual compensation and payroll data in Workday, giving finance teams a clear picture of budget vs. actuals. No more spreadsheet-based reconciliation, and far less risk of budget overruns catching you off guard.
Use case
Time-Off and Availability Sync for Accurate Capacity Planning
Approved time-off requests and leave periods recorded in Workday are automatically pushed to Mosaic, adjusting each employee's available capacity for the relevant dates. Resource managers can staff projects confidently knowing that PTO, parental leave, and other absences are already accounted for.
Use case
Headcount Forecast Alignment for Workforce Planning
Future hire records and approved headcount plans in Workday sync to Mosaic so workforce planners can model capacity for roles not yet filled. Resource managers can spot coverage gaps months out and coordinate hiring timelines with actual project demand.
Use case
Cost Center and Project Financial Tagging
Cost center and org unit data from Workday is automatically applied to resource allocations and project budgets in Mosaic, so labor costs land on the right financial entities without anyone doing it by hand. P&L reporting gets cleaner, and internal chargebacks between business units are a lot easier to manage.
Get started with Mosaic & Workday REST integration today
Mosaic & Workday REST Challenges
What challenges are there when working with Mosaic & Workday REST and how will using Tray.ai help?
Challenge
Handling Workday's Complex Worker Data Model
Workday's REST API exposes worker data through a layered object model — positions, job profiles, organizational assignments — that has to be correctly parsed and mapped to Mosaic's simpler resource fields. Get the field mapping wrong and you end up with incomplete or incorrect resource profiles in Mosaic.
How Tray.ai Can Help:
Tray.ai's visual data mapper and JSONPath transformation tools let teams precisely extract and reshape nested Workday worker objects into the flat field structure Mosaic expects. Mapping templates are reusable and can be updated centrally whenever Workday data structures change, so you're not hunting through workflows one by one.
Challenge
Managing High-Volume Employee Change Events Without Duplication
Large organizations can generate hundreds of worker change events in Workday each day — pay changes, manager updates, location transfers. Processing all of them without creating duplicate or conflicting updates in Mosaic takes careful deduplication logic and sync operations that won't cause problems if they run more than once.
How Tray.ai Can Help:
Tray.ai supports conditional logic and upsert operations natively, so workflows check whether a Mosaic record already reflects the latest Workday state before writing anything. Built-in error handling and retry logic make sure no events are lost during high-volume processing periods.
Challenge
Staying Within Workday API Rate Limits at Scale
Workday REST APIs enforce rate limits that can throttle bulk data pulls, especially during large-scale workforce events like annual reorgs or open enrollment when many records change at once.
How Tray.ai Can Help:
Tray.ai's workflow engine has built-in rate limit management, automatic request throttling, and retry mechanisms that respect Workday's API limits while making sure all records eventually sync to Mosaic without anyone having to step in manually.
Challenge
Keeping Authentication Secure Across Both Platforms
Mosaic and Workday REST both require secure authentication credentials that rotate over time. Managing OAuth tokens and API keys manually across multiple integration workflows creates security risks and the real possibility of authentication failures that silently break your data sync.
How Tray.ai Can Help:
Tray.ai stores all credentials in an encrypted, centralized authentication vault with OAuth 2.0 token refresh for Workday REST. When credentials are updated, every workflow using them picks up the change automatically — no manual credential management, no broken workflows from a rotated token.
Challenge
Aligning Differing Date and Time Zone Conventions
Mosaic and Workday can use different date formats, fiscal calendar conventions, and time zone representations. When data flows between the two systems, those differences can cause resource availability windows and budget periods to fall out of alignment in ways that are annoying to diagnose and fix.
How Tray.ai Can Help:
Tray.ai has built-in date transformation helpers that normalize date formats, convert time zones, and align fiscal period references between systems. Configure them once per workflow and they apply consistently across every record, so calendar mismatches don't quietly corrupt your planning data.
Start using our pre-built Mosaic & Workday REST templates today
Start from scratch or use one of our pre-built Mosaic & Workday REST templates to quickly solve your most common use cases.
Mosaic & Workday REST Templates
Find pre-built Mosaic & Workday REST solutions for common use cases
Template
Sync New Workday Employees to Mosaic as Resources
Automatically creates a new resource profile in Mosaic whenever a new employee is onboarded and activated in Workday REST, mapping fields like name, job title, department, manager, and cost center.
Steps:
- Trigger when a new worker record is created or activated in Workday REST
- Extract employee details including role, department, manager, and start date from the Workday worker object
- Create or upsert a corresponding resource record in Mosaic with the mapped employee attributes
Connectors Used: Workday REST, Mosaic
Template
Push Workday Employee Updates to Mosaic Resource Profiles
Keeps Mosaic resource profiles current by detecting changes to job title, department, cost center, or manager in Workday and automatically updating the matching record in Mosaic.
Steps:
- Poll Workday REST on a schedule or trigger via worker change event to detect updated employee records
- Compare changed fields against the existing Mosaic resource profile to identify what's actually different
- Apply field-level updates to the Mosaic resource record and log the sync event for audit purposes
Connectors Used: Workday REST, Mosaic
Template
Deactivate Mosaic Resources on Workday Termination
When an employee is terminated or placed on extended leave in Workday, this template deactivates their profile in Mosaic and alerts their project managers to review and reassign any open allocations.
Steps:
- Trigger when a worker termination or leave event is recorded in Workday REST
- Locate the corresponding active resource in Mosaic and flag or deactivate the profile
- Identify open project allocations for the resource and send notification emails to relevant project managers for reassignment
Connectors Used: Workday REST, Mosaic
Template
Sync Workday Time-Off Approvals to Mosaic Availability
Automatically adjusts resource availability in Mosaic when a time-off request is approved in Workday, so capacity plans reflect actual employee schedules.
Steps:
- Trigger when a time-off request is approved in Workday REST for any worker
- Extract the employee identifier, leave type, start date, and end date from the Workday time-off record
- Update the matching resource's availability block in Mosaic for the corresponding date range
Connectors Used: Workday REST, Mosaic
Template
Map Workday Cost Centers to Mosaic Project Budgets
Pulls active cost center and org unit data from Workday and maps it to project and budget records in Mosaic to keep financial attribution consistent across both systems.
Steps:
- Scheduled trigger queries active cost centers and organizational units from the Workday REST API
- Transform and normalize the cost center hierarchy from Workday into the structure Mosaic expects
- Upsert cost center mappings on relevant Mosaic project and resource records and log any mapping conflicts for review
Connectors Used: Workday REST, Mosaic
Template
Export Mosaic Planned Labor Costs to Workday for Budget Reconciliation
Exports aggregated planned labor cost data from Mosaic resource allocations to Workday for comparison against actual payroll and compensation data, enabling automated budget variance reporting.
Steps:
- Scheduled trigger queries Mosaic for planned resource allocations grouped by cost center and time period
- Aggregate total planned hours and estimated labor costs per cost center from Mosaic allocation data
- Post the summarized planned cost data to the appropriate Workday budget or financial object for reconciliation
Connectors Used: Mosaic, Workday REST