The Scheduling integration provides the ability for a customer to trigger a scheduling request in Paradox and update the candidate’s Workday application with the correct interview data.

Considerations

• Job Feeds must include the following:
  • Open/Closed
  • Internal/External
  • Recruiter on the Req
  • Hiring Manager on the Req
• Will the customer utilize one or multiple interview stages in Paradox? (Most relevant to Badged Integration)
  • If multiple interview stages (i.e Interview 1, Interview 2, Interview 3) and using badged integration, we will need to utilize our inbound mapping tool.
• PUT Interview is only valid when candidate is in the Interview stage inside of Workday.

Conversational Apply + Scheduling considerations

If your customer is using both Conversational Apply and Scheduling, then consider the following:

• Disposition status
  • Best practice: Align Paradox Disposition statuses with Workday’s Disposition Reason within a single Disposition stage.
    • Reduces complexity in the customer-side Workday Studio build.
    • Improves reporting accuracy by tying metrics directly to Workday.
• Auto Stage Routing (ASR)
  • Automatically moves candidates to a predetermined status based on their questionnaire responses.
  • Can dramatically improve metrics and ROI (Example: Candidate comes through Chat-to-Apply, gets created into WD, answers favorably and is “ASR’d” to a Screen status).
  • Traditionally, this was done inside of Paradox, but with Dynamic Chat-to-Apply, routing will need to happen inside of Workday after the creation of a candidate.
• Status Updates: Custom Object vs Job Application BP
  • Custom Objects are more flexible, reliable, and requires less maintenance for the customer.

Best practices for implementation

Scheduling sites

For customers who want to utilize scheduling sites, we recommend adding an additional Scheduling journey stage called Scheduling Site as the first scheduling round.

• Why: When scheduling sites are used, the journey stage they connect to will be the first scheduling round. By adding this separate stage, it allows for clean and easy reporting within Paradox.
  • Note: This is not a separate Paradox skill nor an additional product fee.

Semi-automated interview scheduling

For customers who want to schedule complex interviews and either don’t want to build the rules in Workday or need flexibility by candidate, we will often offer what we call the “semi-automated” or “HR-Initiated” approach.

• How: The status change in Workday Recruiting triggers a status update in Paradox (not a scheduling request). The coordinator/recruiter can then log in to the CEM/browser extension to build and send the request from within the Paradox UI.

Customer requirements

Baseline requirements

1. Customer to provide Paradox with the endpoint URL that will be used for the integration. This will include the datacenter and tenant ID that will be used for testing. Most enterprise customers will be on datacenter wd5.
   • https://{{data_center_id}}-impl-services1.workday.com/ccx/service/{{customer_workday_tenant_ID}}/Recruiting/{{version}}
   • Be sure that the body of your requests is using the same version as specified in the endpoint URL.
2. Customer to create an Integration System User (ISU) and assign to an Integration System Security Group (ISSG). customer to provide username and password of Integration User to Paradox.
   • The permissions listed below will need to be granted for this specific integration.

3. Customer to make sure Paradox Integration System Security Group has security permission to any Web Service needed for the implementation. 
4. Due to current limitations with Journey Targeting, you should evaluate based on your customer use case if Groups or Journey Targeting will be used. For most customers and their design/integrations, Group Management can be used. 

Scheduling-specific requirements

1. Customer users will need to be added to Paradox. We utilize the user’s Workday employee ID as the unique identifier when scheduling users. This is traditionally done by setting up a user feed.
2. The customer will need to build an outbound integration to our public API endpoint utilizing Workday Studio. Sample requests for our scheduling API can be found here.

Account configuration

Users with full access to Client Setup can complete the below steps.

1. Select All Apps in the top left corner of the header and then Settings from its dropdown menu.
2. When the Settings page opens, select Client Setup under the Paradox Tools section.
3. From the left panel of Client Setup, scroll down to and open the Integrations section.
4. Check to make sure that Workday is selected as the ATS.
5. When enabled, configure the Scheduling feature based on their scheduling needs. Options include:
   • Simple Scheduling only – This is recommended for Enterprise/Commercial Launch customers. This includes up to 3 rounds of automated Journey Targeting scheduling with the recruiter, hiring manager, or interview team on the requisition. Click here to learn how to set up Simple Scheduling.
     • Use case: The Interview Team field could be used as a catch-all for a different Workday user role seen on the requisition (example: Coordinator). 
     • Notes: 
       • All subsequent rounds will be scheduled using the browser extension or CEM.
       • This model only needs the Create/Update API call, not the scheduling alerts API, allowing for a simpler integration build and testing phases.
       • The “Launch” model was created by Workday for medium Enterprise customers and consists of predefined configurations of our products (Job Search, Apply, and Scheduling) based on the common uses and deployments that are seen with Enterprise and Commercial customers. This will allow customers to adopt utilizing Paradox faster and realize value faster.
   • Complex Scheduling only – This includes the Workday certification badged scheduled integration and includes up to 3 interview rounds. Click here to learn how to set up Complex Scheduling. 
     • Nuance: Many customers will also have a “semi-automated” option for each of their interview rounds, which does not affect the Candidate Journey. “Semi-automated” means that a status change in Workday Recruiting triggers a status update to Paradox (not a scheduling request). The coordinator or recruiter then logs into the CEM/browser extension to build and send the request from within Paradox.
     • Note: Some customers may have additional interview rounds. They can either append their badged integration to add additional rounds or use the “semi-automated” approach.
   • Simple and Complex Scheduling – This is the most common need for Strategic and Key customers. This includes up to 3 rounds of automated Journey Targeting scheduling with the recruiter or hiring manager on the req + up to 3 interview rounds utilizing the badged integration. Learn how to set up Simple Scheduling here and Complex Scheduling here.
     • Nuance: Many customers will also have a “semi-automated” option for each of their interview rounds, which does not affect the Candidate Journey. “Semi-automated” means that a status change in Workday Recruiting triggers a status update to Paradox (not a scheduling request). The coordinator or recruiter then logs into the CEM/browser extension to build and send the request from within Paradox.
     • Note: Some customers may have additional interview rounds. They can either append their badged integration to add additional rounds or use the “semi-automated” approach.

Interview scheduling deployment guide

Review Paradox + Workday's Interview Scheduling deployment guide to learn more about this integration and how to configure it in both Workday and Paradox.

Workday APIs utilized

The following APIs are used for this scheduling integration.

<?xml version="1.0" encoding="UTF-8"?>
<env:Envelope xmlns:env="http://schemas.xmlsoap.org/soap/envelope/"
    xmlns:xsd="http://www.w3.org/2001/XMLSchema">
    <env:Header>
        <wsse:Security xmlns:wsse="http://docs.oasis-open.org/wss/2004/01/oasis-200401-wss-wssecurity-secext-1.0.xsd">
            <wsse:UsernameToken>
                <wsse:Username>{{globals.isu_user|escape}}</wsse:Username>
                <wsse:Password Type="http://docs.oasis-open.org/wss/2004/01/oasis-200401-wss-username-token-profile-1.0#PasswordText">{{globals.isu_pw|escape}}</wsse:Password>
            </wsse:UsernameToken>
        </wsse:Security>
    </env:Header>
    <env:Body>
        <wd:Put_Interview_Request xmlns:wd="urn:com.workday/bsvc" wd:version="v39.0">
            <wd:Interview_Data>
                <wd:Job_Application_Reference>
                    <wd:ID wd:type="Job_Application_ID">{{__application_id}}</wd:ID>
                </wd:Job_Application_Reference>
                    {% if __itv_complex_sequent_data -%}
					{% for itv in __itv_complex_sequent_data -%}
                   <wd:Interview_Session_Data>
                        <wd:Interview_Session_Details_Data>
                           {% for attendee_id in itv['interview_attendee_ex_ids'] -%}
                        	<wd:Interviewers_Reference>
                            	<wd:ID wd:type="Employee_ID">{{attendee_id}}</wd:ID>
                        	</wd:Interviewers_Reference>
                   			{% endfor -%}
                        	<wd:Interview_Start_Time>{{ itv['scheduled_at'] | strftime('%Y-%m-%dT%H:%M:%S', __calendar_tz) }}</wd:Interview_Start_Time>
                        	<wd:Interview_End_Time>{{ itv['scheduled_end_time'] | strftime('%Y-%m-%dT%H:%M:%S', __calendar_tz)}}</wd:Interview_End_Time>
                    	</wd:Interview_Session_Details_Data>
				   </wd:Interview_Session_Data>
     					{%- endfor -%}
					{%- else -%}
                   <wd:Interview_Session_Data>
                    	<wd:Interview_Session_Details_Data>
                            {% for __interview_attendee_ex_id in __interview_attendee_ex_ids -%}
							<wd:Interviewers_Reference>
                            	<wd:ID wd:type="Employee_ID">{{__interview_attendee_ex_id}}</wd:ID>
                        	</wd:Interviewers_Reference>
                            {% endfor -%}
                        	<wd:Interview_Start_Time>{{__scheduled_at | strftime('%Y-%m-%dT%H:%M:%S', __calendar_tz) }}</wd:Interview_Start_Time>
                        	<wd:Interview_End_Time>{{ __scheduled_end_time | strftime('%Y-%m-%dT%H:%M:%S', __calendar_tz)}}</wd:Interview_End_Time>
                    	</wd:Interview_Session_Details_Data>
				</wd:Interview_Session_Data>
				{% endif -%}
                <wd:Timezone_Reference>
                    <wd:ID wd:type="Time_Zone_ID">{{__calendar_tz}}</wd:ID>
                </wd:Timezone_Reference>
            </wd:Interview_Data>
        </wd:Put_Interview_Request>
    </env:Body>
</env:Envelope>

<?xml version="1.0" encoding="UTF-8" standalone="no"?>
<env:Envelope xmlns:env="http://schemas.xmlsoap.org/soap/envelope/"
    xmlns:xsd="http://www.w3.org/2001/XMLSchema">
    <env:Header>
        <wsse:Security xmlns:wsse="http://docs.oasis-open.org/wss/2004/01/oasis-200401-wss-wssecurity-secext-1.0.xsd">
            <wsse:UsernameToken>
                <!-- Be aware of special characters in the username or password. Username ususally has @customerdomain at the end example: ParadoxIsu@customer.com -->
                <wsse:Username>******</wsse:Username>
                <wsse:Password Type="http://docs.oasis-open.org/wss/2004/01/oasis-200401-wss-username-token-profile-1.0#PasswordText">********</wsse:Password>          
            </wsse:UsernameToken>
        </wsse:Security>
    </env:Header>
    <env:Body>
        <wd:Put_Interview_Request xmlns:wd="urn:com.workday/bsvc" wd:version="v35.2">
            <wd:Interview_Data>
                <wd:Job_Application_Reference>
                    <wd:ID wd:type="Job_Application_ID">JOB_APPLICATION-6-754097</wd:ID>
                </wd:Job_Application_Reference>
                <wd:Interview_Session_Data>
                    <wd:Interview_Session_Details_Data>
                        <wd:Interviewers_Reference>
                            <wd:ID wd:type="Employee_ID">102966</wd:ID>
                        </wd:Interviewers_Reference>
                        <wd:Interview_Start_Time>2021-09-02T18:00:00</wd:Interview_Start_Time>
                        <wd:Interview_End_Time>2021-09-02T18:30:00</wd:Interview_End_Time>
                        <wd:Interview_Location_Reference></wd:Interview_Location_Reference>
                    </wd:Interview_Session_Details_Data>
                </wd:Interview_Session_Data>
                <wd:Timezone_Reference>
                    <wd:ID wd:type="Time_Zone_ID">America/Los_Angeles</wd:ID>
                </wd:Timezone_Reference>
            </wd:Interview_Data>
        </wd:Put_Interview_Request>
    </env:Body>
</env:Envelope>

{
 "env:Envelope": {
  "@xmlns:env": "http://schemas.xmlsoap.org/soap/envelope/",
  "env:Body": {
   "wd:Put_Interview_Response": {
    "@xmlns:wd": "urn:com.workday/bsvc",
    "@wd:version": "v37.2",
    "wd:Interview_Reference": {
     "wd:ID": {
      "@wd:type": "WID",
      "#text": "20eb5ac99844010827d39b1f02020000"
     }
    }
   }
  }
 }
}

Scheduling demo

A Workday integration exists in our Workday test tenant to trigger an integration from Workday to Paradox. Once the interview is scheduled in Paradox, the status will write back and update Workday with a new “scheduled” step, along with the interview details (date/time) if the candidate is in the Interview stage.

• Please note: This integration is running near real-time. If a customer were to use our Badged integration as is, it would run on a schedule (every X mins depending on cadence customer chooses).