Workstream API setup

What this connection does

PSBI uses Workstream's Public API to look for the people who meet the hiring trigger you choose—typically a completed hire, or a specified Workstream stage. When a person qualifies, PSBI enrolls them in the matching onboarding checklist.

• Direction: PSBI reads qualifying hires from Workstream on a schedule.
• Trigger: choose Hired, or name a specific Workstream stage with your PSBI implementation team.
• Mapping: match Workstream positions and locations to the correct PSBI checklists and organizations.
• Validation: PSBI tests the connection and reviews a dry run before the feed is activated.

Before you begin

Have these items ready for the implementation handoff:

• A Workstream Super Admin who can manage integrations and access tokens.
• The Workstream locations and position titles that should send people to PSBI.
• The PSBI onboarding checklist for each position, or one default checklist if every hire follows the same workflow.
• The PSBI organization that should own each location's enrollments.
• Your intended trigger: Hired or a named Workstream stage.

1. Create Workstream API credentials

1. Sign in to Workstream as a Super Admin.
2. Open Company → Integrations → Access Tokens.
3. Create an OAuth application or access-token credential for the PSBI connection.
4. Copy the generated Client ID and Client Secret.

Some Workstream tenants require the Public API or OAuth application module to be enabled first. If you do not see Access Tokens, contact Workstream support or your Workstream representative and ask them to enable API access for your tenant.

Keep the secret private. Do not paste a client secret into email, chat, tickets, spreadsheets, or screenshots. Give it to PSBI only through the secure handoff your implementation team provides.

2. Confirm the access requested

PSBI needs read access to the Workstream records used to find and map qualifying hires:

• Position applications
• Employees
• Positions
• Locations
• Team members, when required for your tenant configuration

PSBI uses OAuth 2.0 client credentials. Workstream access tokens are short-lived; PSBI handles token renewal after setup. You should not need to manually rotate a token during normal operation.

3. Send the implementation details to PSBI

Use the secure handoff from your PSBI implementation team to provide:

• Workstream Client ID and Client Secret
• Your intended hiring trigger and, if applicable, the exact stage name
• A default PSBI checklist
• Any position-to-checklist overrides
• Location-to-PSBI-organization mappings
• Your preferred polling interval and the implementation contact for testing

Mapping example

If a position has no specific override, PSBI uses the default checklist agreed during setup. Confirm the exact position titles from Workstream—small spelling differences can prevent an override from matching.

4. Validate before activation

PSBI will validate the credentials, test the intended trigger, and review the mappings with you before activating the feed. During that review, confirm:

1. the expected Workstream locations are included;
2. the right people qualify at the right stage;
3. each sample person maps to the correct checklist and organization; and
4. no person is enrolled twice.

Do not treat the connection as live until the implementation team confirms the validation result and the first scheduled run is approved.

Troubleshooting

I cannot find Access Tokens in Workstream

Your Workstream role or tenant may not have API access enabled. Ask a Super Admin to check the Integrations area, then contact Workstream support if the Public API/OAuth option is unavailable.

The credential test fails

Confirm that the Client ID and Client Secret were copied completely and delivered through the secure handoff. PSBI can re-run the validation after credentials are regenerated.

A hire did not enter the expected checklist

Check the person's current Workstream status or stage, position title, and location. Then compare those values with the trigger and mappings agreed during setup. Send the person's Workstream record identifier and the expected destination to PSBI support—never send sensitive applicant form data.

We changed a role, location, or hiring stage

Tell PSBI before relying on the new value. Mapping and trigger changes should be reviewed and tested so people do not enter the wrong checklist.

Need help?

Contact your PSBI implementation lead or contact PSBI with your Workstream tenant name, the affected location or position, and the behavior you expected. Do not include client secrets or applicant-sensitive data in the message.