Setup Considerations: Candidate Personal Information
You can use this topic to help make decisions when planning your configuration and use of Workday Recruiting to collect and manage candidate personal information. 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
Workday Recruiting enables you to request, track, and manage candidate personal information, such as gender identity and ethnicity.
Business Benefits
- Support your regulatory compliance obligations by collecting personal information from candidates at any stage of the recruiting process.
- Support your compliance with privacy regulations by purging candidate and job application data.
Use Cases
- Send requests to external candidates to upload a government or national ID and their date of birth.
- Creating custom reports to access candidate personal information quickly for compliance assessments.
- Send requests to external candidates applying for jobs based in the United States to complete the Voluntary Self-Identification of Disability form.
- View a summary of the gender and ethnicity of employees your organization hired for the current quarter.
Questions to Consider
Questions | Considerations |
|---|---|
What kind of information do you want to collect from candidates? | You can collect:
|
Do you need to collect different information from candidates based on the location of the job? | The primary location you configure for a job requisition determines the information you can request from candidates who apply. Example: You can only collect a candidate's veteran status for job requisitions based in the United States.
You can configure Workday to hide or require personal information fields based on country. |
How do you want to analyze workforce representation and inclusion? | Workday enables you to monitor workforce composition and identify potential bias by delivering metrics and reports that analyze candidate gender and ethnicity trends.. You can:
|
Recommendations
To ensure your processes when collecting and managing candidate personal information meet compliance obligations, seek guidance from your compliance team and legal advisers.
To avoid purging data unintentionally, test the
Purge Privacy Data
task and custom report in your Sandbox tenant before you purge any data in your Production tenant.Configure custom notifications to notify candidates of requests for personal information.
Requirements
Access the
Maintain Localization Settings
task to select the personal information you want to collect from candidates and configure country-specific settings.Limitations
Personal information and national and government ID collection are separate steps and tasks.
Workday only supports purge plans for candidates and job applications.
Tenant Setup
You can configure Workday to transfer country, city, and region of birth information from a candidate record to their pre-hire record by accessing the
Edit Tenant Setup- Global
task and adding the countries configured on the Maintain Localization Settings
task to these fields:
- Country of Birth for Workers and Dependents in these Countries
- Track City of Birth for Workers and Dependents in these Countries
- Track Region of Birth for Workers and Dependents in these Countries
Security
Configure the
Candidate Data: Personal Information
domain and the subdomains in the Recruiting functional area for each item of personal information you want to request from candidates.Business Processes
You can configure the
Personal Information Change
business process and add it as a step to subprocesses of the Job Application
business process to collect personal information from candidates.Reporting
You can use these reports to evaluate the inclusivity of your pipeline and support fair hiring practices:
Reports | Considerations |
|---|---|
Candidate Flow
| View personal information belonging to candidates who applied for a job within a specific date range. |
Candidate Flow Summary
| View a summary of candidates according to:
|
Candidate Hire
| View personal information belonging to candidates hired within a specific date range. |
Candidate Profile Data
| View stored information on candidates with job applications such as:
You can also use this report to create custom reports that provide quick access to candidate information. |
Candidate Search Audit
| View the results of actions initiated by:
|
Candidate Source Demographics - Ethnicity
Candidate Source Demographics - Gender | Evaluate the reach of your recruiting sources to ensure you're attracting a broad talent pool across ethnicity and gender groups. |
Representation Metrics
| Review demographic composition and breakdowns of ethnicity and gender according to requisition and job profile to identify areas for broader outreach. |
Pipeline Composition Metrics - Ethnicity
Pipeline Composition Metrics - Gender | Analyze candidate progression through the hiring process to identify potential bias or drop-off rates related to ethnicity and gender. |
Quarterly Hiring Trends- Ethnicity
Quarterly Hiring Trends- Gender | View a summary of hiring trends by gender and ethnicity for the current quarter and past 4 quarters to monitor for fair hiring practices. |
Integrations
You can collect candidate personal information through third-party integrations, such as background check providers, and upload the information to the candidate record.
Connections and Touchpoints
Features | Considerations |
|---|---|
Benchmark Reporting | Workday provides 2 benchmark reports you can use to track hiring goals for veterans and individuals with disabilities:
|
VETS 4212 Report | You can use the VETS-4212 report to view the total number of employees or newly hired employees who identify as protected veterans. |
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.