A Resource Planning Tool That Works With Workday (Without the Complexity)

Why Leading Enterprise Teams Connect HubSpot and Workday with Operating

When you’re managing complex delivery teams and multimillion-euro projects, it’s not enough to have your data siloed in CRM or ERP. Teams like Solita use Operating to bridge HubSpot and Workday, creating a real-time resource planning layer across sales and delivery.

It’s how you move from scattered spreadsheets to confident staffing decisions, before deals close, and easily keep track of project allocations for ongoing projects, with all of the data connected.

Why Workday Alone Falls Short for Resource Planning

Workday is a powerful platform, but it wasn’t built with delivery operations in mind, at least from the get-go. Originally, Workday is an HR platform, later embedded with financial functionalities. When it comes to the PSA (professional services automation) feature set, like resource planning, it shows its limitations:

• Too clunky for fast planning: Navigating Workday for resourcing decisions takes too many steps. You can’t drag, drop, and adapt quickly.
• Expensive to configure: Custom reports and workflows often require IT or Workday-specific consultants, slowing down operational teams.
• Not purpose-built for forecasting: There’s no intuitive way to model future demand or proactively match capacity.
• Limited UX for day-to-day operations: Resource managers and team leads find it hard to get the real-time insights they need.

That’s why teams rarely use Workday to plan ahead. They use it to record what’s already happened, and use something for planning resources on the side—most often that's spreadsheets.

Why You Need HubSpot Connected to Operating

When on the other end, you have the HR/ERP system, Workday, the master data source for all people, and project-related data, when a project is initiated, it usually comes through from a CRM. For all projects, resource planning starts long before a deal closes. If you wait until the contract is signed, you're already behind. But often, this tentative deal data is not linked with resource planning and availability of consultants.

By connecting HubSpot to Operating, you give your operations team a forward-looking view of what’s likely to land, so they can start planning tentatively, with real data.

What this unlocks:

• Tentative capacity planning: Pull estimated demand from pipeline data (e.g. role, project size, expected start) and model it early.
• Utilization forecasting: Project billable vs. non-billable hours ahead of time and spot upcoming gaps or overloads.
• Scenario planning: Compare multiple deal and staffing combinations before making any commitments.
• Anticipating hiring needs: by forecasting tentative capacity per skill set and role, you're able to be proactive with hiring

This is where most teams break down. Without early visibility into demand, they’re forced into reactive mode scrambling to staff projects at the last minute or dealing with costly underutilization.

How Operating.app connects HubSpot and Workday.

To begin with, Operating doesn't really replace Workday. It's designed to extend its capabilities.

aOperating a resource planning layer that pulls deal data from HubSpot, lets you allocate your people's time to projects, and keeps projects, rate cards and other related data in sync with Workday.

What that looks like:

• Pull pipeline data from HubSpot CRM to model future demand
• Sync clients, projects, people, and related data from Workday (like consultants' skills and rate cards)
• Allocate resources based on real availability
• Plan scenarios, compare planned vs. actual hours, and adapt faster

One Shared Source of Truth

Instead of toggling between tools and spreadsheets, your team gets one connected view:

No more data silos. No more blind handoffs between sales and delivery.

How Solita uses Operating together with HubSpot and Workday

“Operating transformed resource planning for our company of 2,200+ employees.”
"By connecting our HubSpot CRM and Workday ERP, our staffers, project managers, and operations team now have a single place to manage allocations and staff projects. We now have full visibility to our people's availability."‍
— Simo Paasi, COO, Solita

“Integrating Operating with Workday took us weeks, not months.”
"Getting the necessary data flows in place was fast. After introducing the tool to our staffing managers and PMs, the feedback has been only positive. The visibility we have on our consultants’ availability is light years ahead of what it used to be."
— Jouko Kiuru, Operations Development Director, Solita

Solita evaluated multiple solutions in the Workday ecosystem, including one of Workday’s own strategic staffing partners. Ultimately, they chose Operating for its agility, usability, and focused functionality.

Operating fills a clear gap in the ecosystem:
a simple enough but robust planning layer that works today, integrates cleanly, and scales with your team.

• No unnecessary extras
• Fast setup (in weeks, not months)
• No vendor lock-in or large upfront cost

We're happy to share the contact details of Solita in case you'd like to have a chat with them.

Built for Enterprise Systems, with a Developer-Ready API

Operating is designed to fit into enterprise stacks without adding friction. While our HubSpot integration is native and ready to use, many customers build their Workday connection via our robust REST API.

This gives you flexibility to tailor the integration to your Workday configuration—without vendor lock-in or overcomplicated middleware.

• HubSpot CRM: Natively integrated. Import deal stages, custom fields, projected start dates, and role needs.
• Workday: Connected via a custom integration using Operating’s REST API. Sync projects, people, capacity, PTO, assignments, and actuals.
• Built for developers: Clear, well-documented endpoints. Secure authentication. Support when needed.

This setup gives your team control and extensibility while keeping the core planning logic centralized in Operating.

Conclusion: Enterprise-Grade Planning Without the Overhead

Workday wasn’t designed for dynamic resource planning. HubSpot wasn’t meant for delivery forecasting. But together, with Operating in the middle, they give you the visibility you actually need.

Solita and other enterprise teams use this setup to plan confidently, reduce revenue leakage, and keep both sales and delivery aligned.

Want to see how it works? Book a demo or explore more on resource planning with Operating.

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