How Fellowmind Denmark streamlines HR automation with webhooks  

In Hailey, you can use webhooks to read data from Hailey's API when changes occur or to automate processes in customised workflows. One way to move processes forward is to send tasks with reminders and instructions to employees. Suppose you want to automate the workflow fully. In that case, you can delegate tasks directly to a third-party service, scheduled at a specific time relative to a particular date set for an employee, such as two days before or after the start or end date. We call these webhook tasks.  

The role of webhook tasks in workflows  

Webhooks play a crucial role in automating Fellowmind Denmark's operations. Using webhooks in our HR tech platform, Fellowmind Denmark can successfully connected multiple third-party systems, automating data transfers and account management. This automation eliminates the need for manual data transfers, reducing errors and saving significant time.  

Dennis explains,  

"With a webhook task, we can create a user account without anyone doing anything, and it would be done live. If I make a change in Hailey, it automatically transfers these data into our Azure Active Directory (AAD) and makes necessary changes."  

Webhook tasks can be integrated into any custom workflow, such as onboarding, reboarding, or offboarding. This provides HR and IT with a complete overview of the process and notifications when each task is completed.  

Benefits of webhook integration  

Webhooks enable real-time updates across systems. For instance, if a change is made in Hailey, it can be immediately reflected in a third-party system, ensuring user accounts are up to date without manual intervention. This accuracy is crucial when managing employee information, ensuring that details such as roles, rights, and access permissions are consistently maintained. Dennis highlights the importance of accuracy:   

"Our AD needs to be an exact mirror of Hailey to avoid manual errors like misspellings or misunderstandings, and it needs to be real-time updates. It controls access and roles across the whole company. We're a 500-person organisation with about 27 teams, each with distinct roles and rights and numerous SharePoint sites, calendars and dynamic mail-groups. If someone moves between our eight offices in Denmark, their calendar and email group access updates automatically, keeping everything dynamic and accurate."  

Comparing API Polling and Webhook  

API polling involves systems communicating and exchanging data at scheduled intervals through Application Programming Interfaces (APIs). Compared to webhooks, this method can be considered inefficient because it processes large amounts of data with each request, even without updates.  

In contrast, webhooks provide real-time data by allowing Hailey to notify another system when a change has occurred. This is essential for operations where immediate updates are necessary, such as changes in employee details. Webhooks ensure that any modification in the HR system is instantly reflected across all connected systems, maintaining consistency and up-to-date information. For example, Fellowmind Denmark uses APIs to extract data for their data warehouse monthly. This method is effective for periodic updates where real-time information is not critical.  

Looking ahead  

The implementation of webhooks at Fellowmind Denmark has significantly enhanced their operational efficiency. Automated tasks reduce the potential for human error and allow the HR team to focus on strategic initiatives. The synergy between HR and IT, facilitated by real-time data updates and seamless integration, showcases the true potential of modern HR technology.  

Dennis concludes, "The first step for us was establishing a solid technical structure. Eventually, we will integrate these workflows with more 'soft' tasks to streamline all our HR processes."