Udemy for Business + Workday REST
Connect Udemy for Business with Workday to Automate Employee Learning & Development
Sync learning activity, course completions, and workforce data between Udemy for Business and Workday so your L&D programs run without manual effort.
Why integrate Udemy for Business and Workday REST?
Udemy for Business and Workday are two core pieces of a modern HR and talent stack — one managing the workforce lifecycle, the other delivering on-demand learning at scale. When they don't talk to each other, HR teams end up spending hours manually reconciling course completions, updating employee profiles, and pulling compliance reports. Connecting Udemy for Business with Workday through tray.ai means learning data moves automatically between your LMS and your HR system of record, without anyone having to babysit it.
Automate & integrate Udemy for Business & Workday REST
Use case
Automated Learner Provisioning for New Hires
When a new employee record is created in Workday, tray.ai automatically provisions that user in Udemy for Business, assigns them to the appropriate learning groups, and enrolls them in mandatory onboarding courses. Every new hire gets access to the right learning content from day one, with no manual setup required from HR administrators.
Use case
Course Completion Sync to Workday Worker Profiles
As employees complete courses and earn certifications in Udemy for Business, tray.ai pushes those completion records directly into the corresponding Workday worker profiles under learning or skills sections. HR leaders and managers get a live view of workforce skill development without anyone having to manually update records.
Use case
Automated Deprovisioning When Employees Leave
When an employee's status changes to terminated or inactive in Workday, tray.ai triggers an automatic deprovisioning workflow in Udemy for Business, revoking access and freeing up license seats. Former employees lose access to corporate learning content right away, and license costs don't keep accumulating on unused seats.
Use case
Compliance Training Tracking and Reporting
For regulated industries, tray.ai synchronizes mandatory compliance course completion data from Udemy for Business into Workday, so compliance teams can generate accurate, audit-ready reports from a single system. Automated alerts notify managers when employees are overdue on required training, all driven by real-time data moving between the two platforms.
Use case
Learning Path Assignment Based on Job Changes
When an employee gets a promotion, changes roles, or moves to a new department in Workday, tray.ai picks up the job profile update and automatically assigns relevant Udemy for Business learning paths to support the transition. Employees get the right upskilling content at exactly the right moment.
Use case
L&D Spend and Engagement Reporting in Workday
tray.ai pulls Udemy for Business engagement metrics — hours learned, courses started, completion rates — and pushes summarized data into Workday for inclusion in workforce analytics dashboards. HR and finance leaders can view L&D investment and engagement alongside other workforce KPIs without switching platforms.
Use case
Skills Gap Analysis and Workforce Planning
By combining Workday job profile and skills data with Udemy for Business course completion records in tray.ai, HR teams can spot skills gaps across teams or departments and automatically recommend or assign targeted learning content. It closes the loop between workforce planning in Workday and learning delivery in Udemy for Business.
Get started with Udemy for Business & Workday REST integration today
Udemy for Business & Workday REST Challenges
What challenges are there when working with Udemy for Business & Workday REST and how will using Tray.ai help?
Challenge
Matching Employee Records Across Two Separate Systems
Udemy for Business and Workday use different internal identifiers for employees, and discrepancies in email addresses or naming conventions can cause sync failures, duplicate records, or missed updates when data flows between platforms.
How Tray.ai Can Help:
tray.ai's data mapping and transformation tools let teams define reliable matching logic — such as normalizing email addresses or cross-referencing employee IDs — so every record in Udemy for Business is accurately linked to the correct Workday worker profile before any data gets written.
Challenge
Handling Real-Time Events vs. Batch API Limitations
Workday's REST API is built for batch operations and scheduled queries, while L&D teams often need near-real-time responses to events like new hires or terminations to avoid compliance or access risks.
How Tray.ai Can Help:
tray.ai supports both scheduled polling workflows and event-driven triggers. Teams can configure high-frequency polling of Workday for critical events like new hires and terminations while using batch processing for lower-priority reporting syncs, balancing responsiveness with API rate limit constraints.
Challenge
Managing Workday API Authentication and Token Refresh
Workday REST API requires OAuth 2.0 authentication with token management, and expired or misconfigured credentials can silently break integrations — data stops flowing between Udemy for Business and Workday with no immediate warning.
How Tray.ai Can Help:
tray.ai handles OAuth 2.0 token refresh and credential management natively through its connector framework, so authentication stays current without manual intervention. Built-in error alerting notifies teams right away if authentication issues occur, preventing silent data sync failures.
Challenge
Keeping Learning Group and Course Assignments in Sync with Org Changes
As organizations restructure — departments merge, new teams form, job families get redefined — the mapping between Workday organizational data and Udemy for Business learning groups can go stale fast, leaving employees with irrelevant content or gaps in required training.
How Tray.ai Can Help:
tray.ai lets teams build dynamic mapping logic that reads current Workday organizational hierarchy and job profile data at runtime, rather than relying on hardcoded lookup tables. Learning group assignments in Udemy for Business adapt automatically as org structures change in Workday, without requiring workflow rebuilds.
Challenge
Ensuring Data Privacy and Compliance Across HR and Learning Systems
Syncing employee learning records between Workday and Udemy for Business involves sensitive personal data. Organizations need integrations that respect data residency requirements, GDPR constraints, and internal data governance policies — not uncontrolled data flows.
How Tray.ai Can Help:
tray.ai gives teams precise control over what data fields are transferred between systems, with the ability to filter, mask, or exclude sensitive attributes at the workflow level. All data in transit is encrypted, and tray.ai's audit logging gives a complete record of every data operation between Udemy for Business and Workday to support compliance reviews.
Start using our pre-built Udemy for Business & Workday REST templates today
Start from scratch or use one of our pre-built Udemy for Business & Workday REST templates to quickly solve your most common use cases.
Udemy for Business & Workday REST Templates
Find pre-built Udemy for Business & Workday REST solutions for common use cases
Template
New Workday Employee → Udemy for Business Onboarding Enrollment
Automatically provisions a new user in Udemy for Business and enrolls them in onboarding and role-specific learning paths the moment a new hire record is activated in Workday, removing all manual setup from the HR and L&D workflow.
Steps:
- Trigger: New worker record created or activated in Workday REST API
- Map Workday worker attributes (name, email, department, job profile) to Udemy for Business user fields
- Create user account in Udemy for Business and assign to relevant learning groups based on department
- Enroll new user in mandatory onboarding courses and role-specific learning paths
- Log provisioning confirmation and notify HR system or Slack channel
Connectors Used: Workday REST, Udemy for Business
Template
Udemy for Business Course Completion → Workday Worker Profile Update
Listens for course completion events in Udemy for Business and automatically writes the learning record to the corresponding employee's Workday worker profile, keeping skills and learning history current without manual data entry.
Steps:
- Trigger: Course completion event detected via Udemy for Business API
- Retrieve course details including name, category, completion date, and any certification earned
- Look up matching worker record in Workday REST using employee email
- Write course completion record to Workday worker learning or skills section
- Optionally notify manager or HR business partner of the completion via email or Slack
Connectors Used: Udemy for Business, Workday REST
Template
Workday Termination → Udemy for Business Deprovisioning
Monitors Workday for employee termination or status change events and immediately deactivates the corresponding Udemy for Business account, so license reclamation and access revocation happen automatically without HR intervention.
Steps:
- Trigger: Employee status changed to terminated or inactive in Workday REST
- Look up corresponding user account in Udemy for Business by email address
- Deactivate or remove the user from Udemy for Business to revoke access
- Log deprovisioning action and freed license seat for audit records
- Send notification to IT and HR confirming access removal
Connectors Used: Workday REST, Udemy for Business
Template
Workday Job Change → Udemy for Business Learning Path Assignment
Detects when an employee's job profile, department, or role changes in Workday and automatically assigns updated learning paths in Udemy for Business to support skill development for their new position.
Steps:
- Trigger: Job change or position update event detected in Workday REST API
- Retrieve new job title, department, and skills requirements from updated Workday worker record
- Map new job profile to predefined Udemy for Business learning paths and course collections
- Assign relevant learning paths to the employee's Udemy for Business account
- Notify employee and their new manager of assigned learning resources via email
Connectors Used: Workday REST, Udemy for Business
Template
Scheduled Compliance Training Status Report: Udemy → Workday
Runs on a schedule to pull mandatory compliance course completion data from Udemy for Business and update training records in Workday, while flagging overdue employees to their managers for follow-up.
Steps:
- Trigger: Scheduled run (daily or weekly) via tray.ai scheduler
- Pull list of mandatory compliance courses and their completion status per employee from Udemy for Business
- Cross-reference completions with active worker list in Workday REST
- Update Workday training records for employees who have completed required courses
- Generate list of overdue employees and send automated reminder emails or manager alerts
Connectors Used: Udemy for Business, Workday REST
Template
Udemy for Business Engagement Metrics → Workday Workforce Analytics
Aggregates weekly or monthly learning engagement data from Udemy for Business — including hours learned, completion rates, and course starts — and pushes summarized metrics into Workday for use in workforce analytics and executive reporting.
Steps:
- Trigger: Scheduled monthly or weekly run via tray.ai scheduler
- Query Udemy for Business Reporting API for engagement metrics by department and individual
- Aggregate and format data into Workday-compatible reporting structures
- Push summarized learning metrics to Workday workforce analytics or custom reporting objects
- Distribute automated L&D engagement summary report to HR leadership via email
Connectors Used: Udemy for Business, Workday REST