Setup Considerations: Pre-Hire Access to Learning
You can use this topic to help make decisions when planning your configuration and use of pre-hire access to Learning. It explains:
- Why to set it up.
- How it fits into the rest of Workday.
- Downstream impacts and cross-product interactions.
- Security requirements and business process configurations.
- Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.
What It Is
When pre-hires have a confirmed start date, you can grant them access to Learning content so they can start their training in advance.
Business Benefits
- Organizations can meet their compliance needs by enabling pre-hires to complete required training before their first day on the job.
- Pre-hires can experience the culture of their future workplace before they start.
- You can include pre-hires in audiences for learning campaigns.
- You can create a single learning catalog and restrict access for pre-hires to specific content, eliminating the need to create separate catalogs.
- You can update the security groups of pre-hires to employees or contingent workers, providing a smooth transition.
Use Cases
Pre-hires can:
- Complete required training such as safety regulations or a code of conduct course.
- Consume learning content relevant to their roles or organizations such how to operate a piece of machinery or use an application.
Questions to Consider
Questions | Considerations |
|---|---|
Do you want to restrict access to your learning catalog? | You can provide access to the learning catalog and use segmented security to restrict pre-hire access to courses and topics. Example: You can restrict access to items that they can't complete until after they start. |
What kind of pre-hires do you want to grant Learning access? | You can configure security and worklets to make content available for contingent pre-hires and full-time pre-hires on their dashboards before their start dates.
If a pre-hire must complete the content before their start date, you can also configure the Required for You worklet on the Onboarding dashboard to make the content available. |
Do you need to mass enroll pre-hires on a regular basis? | You can mass enroll large numbers of pre-hires using a custom report based on the Find Workers report with modifications to the sort, prompts, and advanced settings. |
Do you plan to use campaigns for pre-hire Learning content? | When creating a campaign, consider whether your audience is a pre-hire, employee, or both. Only include content that is relevant to their required learning. |
Recommendations
- Restrict your learning catalog so that pre-hires are only able to access content that is relevant to them.
- Configure worklets on your Learning dashboard so that pre-hires can access learning content.
Requirements
Remove the
Enable dynamic removal and resend
option on the exclusion rule on learning campaigns to ensure that the campaigned content remains required learning when pre-hires transition to employees.Limitations
You can only grant Learning access to pre-hires after you enter a confirmed start date for them in Workday.
Tenant Setup
No impact.
Security
Domains | Considerations |
|---|---|
Learning Access in the Learning Core functional area | Users can:
|
Self-Service: Learning in the Learning Core functional area | Users can view their learning history transcripts. |
Self-Service: Take Surveys in the System functional area | Users can access Workday surveys in learning course lessons. |
Worker Data: Public Worker Reports in the Staffing functional area | Managers can search for their workers and view their pre-hire content completion on the worker profile. |
Business Processes
To add pre-hires as a security group that can start or initiate a business process, configure these business processes and their security policies in the Learning Core functional area:
Business Process | Considerations |
|---|---|
Drop Learning Enrollment
| Enables learners to drop an enrollment for a program, a course offering, or a digital course (both internal and external). |
Enroll in Content
| Enables learners to enroll in a course offering or a digital course (both internal and external). |
Reporting
When creating pre-hire audiences for learning campaigns, you can select custom reports that use the
All Workers for Pre-Hires
report data source (RDS). This RDS provides all workers with a future start date.You can use these reports and dashboards:
Reports or Dashboards | Considerations |
|---|---|
Browse Learning Content report | Pre-hires can run this report to search for learning content. |
Learning dashboard | You can grant pre-hires access to this dashboard so they can complete learning content and self-service tasks. |
Learning Admin dashboard | Access tasks, reports, and dashboards that enable you to create and manage content and campaigns for pre-hires. |
My Library report | Pre-hires can view their learning paths on this report. Learning paths enable pre-hires to create a personal curriculum by adding relevant onboarding videos to their library as they consume learning content. |
Integrations
You can use these web services to enroll pre-hires in learning courses:
Web Services | Considerations |
|---|---|
Enroll in Learning Course
| Enables you to enroll learners into blended or digital courses. |
Put Learning Enrollment
| Enables you to update an existing enrollment or create legacy enrollments. |
Connections and Touchpoints
Features | Considerations |
|---|---|
Staffing | You can create required learning campaigns to display on the Required for You worklet on the Onboarding dashboard. |
Talent | You can enable learners and their managers to access their pre-hire learning history. |
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.