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Overview

The Workday integration provides Room Reservations with read-only access to academic terms, class sections, meeting schedules, instructors, instructional methods, section statuses, and room assignments.

This article explains what your institution must configure and provide before Concept3D can connect to your Workday tenant and validate the integration.

Room Reservations does not write changes back to Workday. Workday remains the source of truth for your academic schedule.

Required Participants

Implementation typically requires these participants from your institution and Concept3D:

• A Room Reservations Platform Admin or Facilities Manager

• A Workday administrator who can create integration users and API clients

• A Workday security administrator who can grant data access and activate security policy changes

• A network or security administrator, if your institution restricts integration access by IP address

• A Concept3D Partner Success Manager

Create a Dedicated Workday Integration User

Create a dedicated Integration System User (ISU) for the Room Reservations integration. Using a dedicated account keeps the connection separate from an individual employee’s Workday account and prevents personnel changes from interrupting the integration.

When you create the ISU:

• Use a recognizable name, such as ISU_Concept3D

• Select Do Not Allow UI Sessions

• Configure password expiration according to your institution’s policy so the account does not unexpectedly interrupt the integration

Steps:

1. Create an Integration System Security Group (Unconstrained) for the integration

2. Add the ISU to it

3. Grant the group read-only Get and View access to the required Workday data

After assigning permissions, run Activate Pending Security Policy Changes. New permissions do not take effect until they are activated.

Required Data Access

The integration must be able to read the Workday Academic Foundation and Student Records information needed to create accurate class reservations. Your Workday security administrator can identify the domain permissions associated with these functional areas and services via Domain Security Policies for Functional Area or by running the operation and checking the error.

Academic Terms and Scheduling

• Academic periods and terms, including term names, identifiers, start and end dates, and active or inactive status

• Class sections, including subject, course number, section number, title, start and end dates, and status

• Meeting patterns, including meeting identifiers, start and end dates, days, and times

• Instructional formats or methods, such as lecture, laboratory, or discussion

• Section capacity

Locations

• Campuses

• Buildings

• Rooms, including stable identifiers and recognizable labels used for room mapping

Instructors

• Instructor names

• Instructor identifiers and roles associated with class sections

Grant read-only access only. Room Reservations does not create, update, or delete records in Workday.

Register an OAuth API Client

In Workday, run Register API Client for Integrations. Do not use the standard Register API Client task.

Configure the client as follows:

• Use a recognizable client name, such as Concept3D Integration

• Enable Non-Expiring Refresh Tokens

• Include the functional areas that cover Academic Foundation and Student Records

• Save the client and copy the client ID and client secret

Important Note: The client secret is displayed only once. Store it securely when it is created.

Next:

• Run Manage Refresh Tokens for Integrations

• Select the dedicated ISU

• Generate a new non-expiring refresh token and copy it

Important Note: The refresh token is also displayed only once.

Finally, from View API Clients, note the:

• Token Endpoint

• Workday REST API Endpoint (confirm host and tenant name)

If a secret or token is lost, please regenerate it.

Network Requirements

If your Workday authentication policy restricts integration access by IP address, allowlist the appropriate Concept3D integration IP address.

Allowlist only the environment being configured. If both QA and production connections will be tested, allowlist both addresses.

Confirm that the ISU’s security group is allowed to authenticate using OAuth bearer tokens.

Information Your Institution Must Provide

Provide the following information to your Concept3D Partner Success Manager for each Workday environment being connected:

• Workday base URL

• Exact tenant name

• Environment type, such as Implementation, Sandbox, Preview, or Production

• OAuth token endpoint URL from View API Clients

• Confirmation that the supported Academic Foundation and Student Records web service versions are available. Concept3D currently uses version v46.1

• OAuth client ID

• OAuth client secret

• Non-expiring refresh token

• Confirmation that the required read-only permissions have been granted and activated

• Confirmation that the appropriate Concept3D IP address has been allowlisted, if required by your authentication policy

• Your sandbox refresh schedule, if applicable

• A Workday technical contact for connection testing

• An academic term that can be used for validation

Security: Share the client secret and refresh token only through the secure credential-delivery process provided by Concept3D. Do not send credentials by email or include them in a support ticket, shared document, screenshot, or chat message.

Workday Data Readiness

Before connection testing, confirm that the validation term contains representative data:

• Active class sections

• Section subjects, course numbers, section numbers, and titles

• Meeting patterns with valid start and end dates

• Meeting days and times

• Room assignments with stable location identifiers

• Instructor names

• Instructional methods or formats

• A representative mix of section statuses used by your institution

Classes without a usable meeting schedule cannot become reservations. Classes without assigned rooms are identified as unroomed and are not imported until a room is assigned in Workday.

Room Reservations uses Workday section status to determine whether a class is eligible for import. For example, sections marked Canceled, Preliminary, or Canceled: Preliminary are excluded, while supported active statuses such as Open, Waitlist, Hold, and Closed remain eligible.

To keep Room Reservations current after a class is cancelled, your Workday data should continue to make the section and its cancellation status available to the integration. If your Workday configuration removes cancelled sections from the available data entirely, discuss that behavior with Concept3D during validation.

Your Institution’s Responsibilities

• Create and maintain the dedicated ISU and security group

• Grant and activate the required read-only permissions

• Register the OAuth API client and generate a non-expiring refresh token

• Provide tenant and connection details through the approved secure process

• Allowlist the appropriate Concept3D integration IP address if your policy requires it

• Provide a representative validation term

• Correct inaccurate academic schedule data in Workday

• Notify Concept3D before rotating the client secret or refresh token, resetting the ISU, or refreshing a connected sandbox

Concept3D Responsibilities

• Provide the QA and production IP addresses

• Configure your institution’s SIS connection

• Store connection credentials securely

• Validate authentication and required data access

• Make the integration available in Room Reservations

• Assist with the initial term and room-mapping validation

Validate the Connection

Work with Concept3D to confirm that:

• Current and upcoming academic terms load successfully

• Sections can be retrieved for the validation term

• The complete set of expected classes is available

• Meeting days, times, and date ranges are present

• Room assignments display recognizable building and room information

• Section statuses are available and produce the expected import eligibility

• Instructor names and instructional methods are available when expected

• Unroomed classes and classes without schedules are clearly identified without preventing other valid classes from loading

• The connection does not return authentication, authorization, or network-policy errors

After connection validation, continue with Map SIS Rooms to Room Reservations Spaces.

Maintain the Connection

Notify Concept3D before you:

• Rotate the OAuth client secret or refresh token

• Reset, disable, or replace the ISU

• Change the integration security group’s permissions

• Change an authentication policy that affects OAuth access

• Refresh a connected sandbox from production

Advance notice allows Concept3D to update and revalidate the connection without interrupting imports.

Troubleshooting

Related Articles

• SIS Integration Overview

• Map SIS Rooms to Room Reservations Spaces

• Import an Academic Class Schedule from an SIS

• Re-sync an Imported Academic Term