🔄 Automate your HR processes with the Workelo API
You spend hours every month copy-pasting information between your tools. Creating onboarding journeys one by one. Re-entering administrative forms into your payroll software. Downloading and filing signed documents.
The reality is simple: your HR teams lose 30 to 40% of their time on low-value tasks. Repetitive, time-consuming, error-prone tasks. What if you could automate all of that?
The Workelo API is free and connects your HR ecosystem: HRIS, ATS, payroll, DMS. Once set up, it works for you 24/7. Zero manual intervention. Zero data entry errors. Hours freed up for what truly matters: supporting your employees.
Here are 6 HR processes our clients automate with measurable results.
1️⃣ Create journeys from your ATS or HRIS
🔴 The problem: when a candidate is validated in your ATS or a new employee appears in your HRIS, the HR team in charge of onboarding must manually create the journey in Workelo and fill in information that is already known.
This double data entry is frustrating: "We already have this information in our HRIS, why enter it again?"
✅ The solution with the API: your ATS or HRIS automatically sends the information to Workelo. Within seconds, the employee is created, their journey is launched with the right templates, and the invitation is sent. You don't have to do a thing.
Automated flow:
📊 ATS/HRIS (new employee validated)
↓
🔄 Workelo API (automatic creation)
↓
✉️ Journey created in Workelo + invitation sent to the employee💡 Real-world example:
A company hires 25 people per month. Instead of manually creating these 25 onboarding journeys, as soon as a recruitment is moved to "Validated" in the ATS, the journey is automatically created within seconds.
📊 ROI and time savings:
10 minutes saved per journey → over 3 hours recovered for 20 hires per month, or nearly 2 days for 100 hires per month.
Metrics observed with our clients:
- Journey creation time: -95% (8 min → 10 sec)
- Invitation sending delay: Day 0 vs. Day +2 on average (responsiveness)
- Data entry error rate: -100% (name, email, job title...)
- Strong ROI, quickly recouped
🛠️ Technical difficulty: ⭐️ Easy
Most ATS or HRIS platforms have an API or webhooks available; integration takes 1–2 days.
2️⃣ Pre-fill employee data from your ATS or HRIS
🔴 The problem: you have already collected information in your ATS (phone number, address, date of birth...). But when you create the Workelo journey, these fields are empty. You either have to manually re-enter this data or leave it blank and ask the employee to fill everything in again — including what they already provided during recruitment.
The employee has a frustrating experience: "I have to give my address again? I've already done that 3 times..."
✅ The solution with the API: the API automatically retrieves the data already present in your ATS/HRIS and pre-fills the Workelo fields. The employee arrives at a form already 60–70% completed. They review it, correct if needed, and submit. No more repetitive data entry.
Automated flow:
📊 ATS/HRIS (data collected during recruitment)
↓
🔄 Workelo API (automatic pre-filling)
↓
✅ Employee validates (instead of re-entering)
💡 Real-world example
A staffing agency hires 15 employees per month. The ATS already contains: phone number, address, date of birth, qualifications. Previously, the employee received a blank form with 25 fields to fill in. Abandonment rate: 12%. Average time: 18 minutes.
With the API, the form arrives pre-filled with ATS data. The employee only fills in the 8 missing fields (Social Security number, IBAN, health insurance...). Average time: 6 minutes.
📊 ROI and time savings
Employee time saved: X min × number of pre-filled data points
Metrics observed with our clients:
- Form completion rate: +15% (fewer drop-offs)
- Employee satisfaction (onboarding NPS): +12 points
- Data quality: +25% (fewer empty or incorrect fields)
- HR follow-up time: -80% (fewer incomplete forms)
🛠️ Technical difficulty: ⭐️ Easy
Requires mapping fields between your ATS/HRIS and Workelo (e.g. "date_naissance" → "birth_date"). A developer can do this in 2–3 days. Once configured, it runs on its own.
3️⃣ Send collected data to payroll
🔴 The problem: the employee has filled in their administrative form in Workelo (Social Security number, IBAN, address, family situation, health insurance choice...). Now you need to:
- Open each form in Workelo
- Copy-paste each field into your payroll software
- Download the attachments (bank details, Social Security certificate...)
- Rename and file them
This is the most time-consuming task in administrative onboarding. Every data entry error (wrong IBAN, transposed Social Security number) results in rework and payment delays.
✅ The solution with the API: as soon as a form is completed in Workelo, the API automatically sends the data to your payroll software (Silae, Payfit, Cegid...). Fields are mapped automatically. Attachments are downloaded and filed. Zero re-entry. Zero errors.
Automated flow:
✅ Employee completes their Workelo form
↓
🔄 API retrieves data + files
↓
💰 Automatic sending to payroll software
↓
📧 HR notification: "Form synchronised"💡 Real-world example
A fast food group hires 80 people per month (high turnover). 2 administrators were spending 6 hours per week re-entering forms into payroll, with an 8% error rate (payment delays, dissatisfaction). With the API, completed forms are automatically sent to the HRIS every night. Administrators simply check the imports (30 min/week). Error rate: <0.5%.
📊 ROI and time savings
Time saved: 6h/week → 30 min/week = 5h30 recovered per week
Metrics observed with our clients:
- Payroll entry time: -92%
- Data entry errors: -95% (near zero)
- Payment delays due to admin errors: -90%
- ROI: 22 hours/month recovered (for 80 hires/month)
In HR cost terms: ~1 FTE recovered for high-volume companies (100+ hires/month).
🛠️ Technical difficulty: ⭐️ ⭐️ Intermediate
Depends on your payroll software. If an API is available, integration takes up to 3 days. Otherwise, a formatted CSV file can be generated (2 days). Once in place, almost zero maintenance.
4️⃣ Archive the complete administrative file to your DMS
🔴 The problem: signed documents (employment contract, internal rules, IT charter...) and attachments (bank details, ID document, qualifications...) are stored in Workelo. But for compliance purposes, you need to archive them in your DMS or digital safe. Today, you:
- Download each document one by one
- Rename them according to your naming convention ("LASTNAME_Firstname_DocType_Date.pdf")
- File them in the correct folder structure (HR/Employees/LASTNAME_Firstname/Contracts/)
- Enter the metadata (signing date, document type...)
With 20 documents per employee and 30 hires/month, that's 600 documents to process manually every month.
✅ The solution with the API: as soon as a document is signed or a file uploaded in Workelo, the API retrieves it and automatically sends it to your DMS. The file is automatically renamed, filed, and tagged with metadata. Your entire employee file builds itself.
Automated flow:
✍️ Document signed in Workelo (or file uploaded)
↓
🔄 API retrieves the PDF + metadata
↓
📁 Automatic filing in DMS:
HR/Employees/MARTIN_John/Contracts/PermanentContract_2026-05-13_signed.pdf
↓
📧 Notification: "Document archived"
💡 Real-world example
An industrial group of 2,000 employees hires 40 people per month. Each file contains an average of 18 documents. An HR assistant was spending 4 hours per week downloading, renaming, and filing documents in the DMS. Risk of missing or misfiled documents: ~10%.
Now, documents are automatically archived in the DMS every night. The assistant simply checks file completeness (20 min/week). Filing error rate: 0%.
📊 ROI and time savings
Time saved: 4h/week → 20 min/week = 3h40 recovered per week
Metrics observed with our clients:
- Archiving time: -92%
- Misfiled or lost documents: -100%
- GDPR compliance: 100% (full traceability)
- Document retrieval time: -80% (standardized naming convention)
- ROI: 15 hours/month recovered (for 40 hires/month)
🛠️ Technical difficulty: ⭐️ ⭐️ Intermediate
If your DMS has an API, integration takes 3–5 days. Otherwise, export to a structured network folder (2 days). Initial naming convention configuration required.
5️⃣ Synchronise your employee directory
🔴 The problem: your HRIS is the reference for the list of active employees. But Workelo has its own database too. As a result, you have to maintain consistency manually:
- A new employee? → Create them in Workelo
- A departure? → Deactivate them in Workelo
- A change of position/department? → Update it in Workelo
Out-of-sync data creates issues: journeys sent to people who have already left, an outdated org chart, skewed reports.
✅ The solution with the API: the API automatically synchronizes your employee directory between the HRIS and Workelo. Every night (or in real time), new hires, departures, and updates are propagated. Your two databases always stay in sync. Zero maintenance.
Automated flow:
📊 HRIS (source of truth)
↓
🔄 API synchronises (every night or in real time)
↓
✅ Workelo (automatically up to date)
• New employees created
• Departures deactivated
• Position/department changes updated
💡 Real-world example
A services company hires 30 people/month and manages 15 departures/month (natural turnover). An HR manager was spending 2 hours per week checking and correcting out-of-sync data (duplicate employees, former employees still active...). Journeys were sometimes sent to invalid email addresses.
Now, automatic synchronization runs every night at 2 a.m. The Workelo database always reflects the HRIS exactly. Maintenance time: 0 min/week.
📊 ROI and time savings
Time saved: 2h/week → 0 min = 2 hours/week recovered
Metrics observed with our clients:
- Directory maintenance time: -100%
- Out-of-sync rate: 0%
- Sending errors (invalid emails, former employees): -95%
- Report reliability: 100% (always accurate data)
- ROI: 8 hours/month recovered
🛠️ Technical difficulty: ⭐️ Easy to ⭐️ ⭐️ Intermediate
If your HRIS has an API, integration takes 1–2 days via a synchronization script running as a creon job. Initial field mapping configuration required.
6️⃣ Synchronise your org chart
🔴 The problem: your organizational structure evolves: a new department is created, departments merge, reporting lines change... These updates must be reflected in Workelo so that:
- Journeys are sent to the right managers/departments
- Reports are accurate (onboarding by department)
- Employees see the correct structure
Manually maintaining 2 structures across 2 tools is a permanent source of errors.
✅ The solution with the API: the API automatically synchronizes your org chart from the HRIS to Workelo. Department creation, reporting line changes, deletions... everything is propagated automatically. Your Workelo org chart always mirrors your HRIS exactly. Zero lag.
Automated flow:
📊 HRIS (org chart updated)
↓
🔄 API synchronises (weekly or in real time)
↓
✅ Workelo (structure up to date)
• New departments created
• Reporting lines updated
• Closed departments archived
💡 Real-world example
A tech scale-up of 500 employees creates 2–3 new departments per quarter and reorganizes regularly (agile squads). The HRBP had to manually recreate each department in Workelo, check reporting lines, and fix errors. Time spent: 1 hour per reorganization. Average update delay: 1 week (lag vs. the HRIS).
Now, automatic synchronization runs every Sunday night. On Monday, the Workelo org chart exactly reflects the new structure. Maintenance time: 0 min.
📊 ROI and time savings
Time saved: 1h/reorganization × 8 reorgs/year = 8 hours/year recovered
Metrics observed with our clients:
- Org chart maintenance time: -100%
- Update delay: Day +7 → Day 0 (real time)
- Reporting line errors: -100%
- HRIS/Workelo consistency: 100%
Indirect benefit: Reliable reports by department (impossible if the org chart is outdated).
🛠️ Technical difficulty: ⭐️ ⭐️ Intermediate
Requires understanding your HRIS's hierarchical structure (parent/child, organizational levels). Integration takes 3–5 days. Once configured, automatic synchronization with no intervention required.
🚀 And concretely, how does it work?
It's simple — 3 steps:
1️⃣ Define your need (10 minutes) Which process do you want to automate? What are your current systems (HRIS, payroll, DMS)?
2️⃣ Configure the integration (2 to 5 days) Your IT team (or a service provider, or us) connects the systems via the API. No need to be an expert: the documentation is clear and code examples are provided.
3️⃣ It runs on its own (0 minutes of maintenance) Once in place, processes run automatically. You simply receive confirmation notifications.
❓ Frequently asked questions
Is the API included in my subscription?
The API is free and accessible directly via Account > Integrations > API. Contact your Customer Success Manager if needed.
Do you need to be a developer to use the API?
Not necessarily. Two options:
- Your IT team sets up the integration in a few days
- A service provider/systems integrator can do it (we have listed partners)
How long does it take to set up an automation?
Between 2 and 5 days depending on the complexity and availability of your tools' APIs. Once configured, it's permanent.