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Administrator Guide
Last Updated: 2025-12-12
Manage Recruiting Campaigns

Manage Recruiting Campaigns

  • Create candidate pools that include external or internal candidates.
  • For internal recruiting campaigns, configure the
    Apply to Job
     initiating action on the
    Manage Internal Career Apply
     business process security policy to include the
    Employee as Self
     security group to allow employees to apply to jobs from internal recruiting campaigns.
  • Security:
    Manage: Recruiting Campaigns
     domain in the Candidate Engagement functional area.
Workday enables you to create recruiting campaigns and schedule them to send to pools of prospects and candidates. You can configure a series of messages within a campaign and specify the conditions and timeframe in which Workday should send each message. Example: You can send a message to prospects who read your first email and another message to prospects who don't read your email after 5 days. You can also monitor campaign analytics using the
Recruiting Campaign Analytics
 dashboard.
  1. Access the
    Manage Recruiting Campaigns
     task.
  2. Click
    Add New Campaign
    .
    As you complete the guided sections on the task, consider:
    Option
    Description
    Campaign Name
    Enter a unique name for the campaign.
    Audience Type
    Select
    External
     or
    Internal
     for your targeted audience type.
    Campaigns for external and internal candidates are mutually exclusive.
    Select Recipients
    Add recipients from existing candidate pools. Workday displays a count for recipients based on the audience type and exclusions. Workday doesn't send messages to these recruiting campaign recipients:
    • Purged candidates.
    • Recipients who unsubscribe from receiving campaign emails.
    External recruiting campaign exclusions:
    • Active workers in your tenant.
    • Confidential candidates and prospects.
    • Prospects who have declined consent for collecting their information
    Internal recruiting campaign exclusions:
    • External candidates or prospects.
    • Terminated workers.
    • Workers who have removed their primary work email address.
    • Workers who aren't internal candidates.
    • Workers that don't have a Workday account.
    You can't use private pools in recruiting campaigns. You also can't restrict or inactivate a pool used in a campaign until the campaign ends.
    Set Up Messages
    Set the campaign start and end dates, then configure emails and conditions.
    As you configure emails, you can select:
    • A notification template to specify the layout and design.
    • A message template to specify the text within the body and subject line.
    • How long you want to delay the message from sending.
    • Up to 25 job postings to link to if the notification template has the
      Campaign
       data row on it. The audience type selected restricts job postings listed.
    You can also draft messages by editing an existing template or by selecting a notification template and writing a custom message. However, if you modify a campaign message, Workday won't persist your edits in the message template.
    After configuring the initial email, you can configure subsequent emails and select conditions for sending them. The
    Previous Email Is Clicked Into
     condition checks if recipients click a link in the email. The
    Previous Email Is Opened
     condition checks if recipients read an email.
    Review
    If you don’t publish the campaign, Workday saves it as a draft.
  3. Add or remove recipients individually from campaigns from the related actions menu on the
    Candidate
     profile.
    • Add recipients by selecting
      Candidate Actions > Add to Campaign
      .
    • Remove recipients by selecting
      Candidate Actions > Remove from Campaign
      .
Workday begins processing campaign messages at 11:00 AM in the default time zone for your tenant. Campaign messages might take up to an hour to send to all recipients. Messages display on the timeline on the
Recruiting History
 profile group of the
Candidate
 profile.
If you've opted in to the Workday 32 - Time Zones feature, then Workday uses the user's local time zone.
  • Click a campaign to view details or view the analytics dashboard to monitor campaign and recipient activities.
  • Purge campaign records for job applications and candidates.