Setup Considerations: Candidate Self-Scheduling
You can use this topic to help make decisions when planning your configuration and use of Candidate Self-Scheduling. 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
You can create calendars for high-volume recruiting events that candidates can use to reserve and manage event time slots. Example: Interviews, orientations, assessments, phone screenings, and campus recruiting events. Recruiters can also schedule and manage event time slots on behalf of candidates.
Business Benefits
Candidate Self-Scheduling:
- Improves recruiter efficiency by reducing the need for manual scheduling administration.
- Streamlines your ability to view, manage, and report on recruiting event metrics.
- Enhances the candidate experience by giving candidates control over their scheduled events.
Use Cases
Candidate Self-Scheduling enables you to:
- Use self-schedule calendars at any stage of the recruiting process for high-volume recruiting events.
- Schedule, reschedule, and cancel events on behalf of a candidate.
- Send tasks to candidates to schedule themselves for an event.
- Track event activity and calendar availability.
Candidates Self-Scheduling enables candidates to:
- Reserve a time slot.
- Reschedule a time slot.
- Cancel a time slot.
- View their upcoming events.
Questions to Consider
Questions | Considerations |
|---|---|
How much control do you want to give candidates when self-scheduling? | You can configure:
|
Where do you plan to hold your recruiting events? | If you plan to hold recruiting events at external locations such as hotels or convention centers, you can create off-site recruiting locations and align a self-schedule calendar to the location. You can set a date to inactivate the location when it's no longer needed. You don't need to configure anything for internal locations. |
Who's involved in your recruiting events? | You can set up assignable roles and configure an event leader role to give certain workers access to candidate and job application data. You can assign roles to schedules when creating or editing a calendar. Example: You need to give interviewers access to job applications before group interviews. |
How do you want to manage recurring recruiting events? | You can configure recurring event schedules for recurring events, such as seasonal group interviews.
You can also copy schedules to reduce manual effort. |
Recommendations
You can view a candidate's self-scheduled calendar events efficiently by configuring a
Scheduled Events for Candidate Profile
profile group on candidate profiles.To avoid confusing candidates, add notifications to the
Candidate Self-Schedule
business process to notify candidates of:
- A pending self-schedule task.
- Confirmation of their scheduled event.
- Confirmation of their rescheduled event.
- Confirmation of an event cancellation.
Requirements
External candidates require a Candidate Home account to schedule and manage their time slots for events.
Limitations
- You can't prevent candidates from rescheduling events.
- You can't integrate Candidate Self-Scheduling with any third-party systems such as Microsoft® Outlook, iCal, or Google Calendar.
- Calendars don't detect the candidate's time zone. The time zone associated with the calendar is the time zone that displays to the candidate.
Tenant Setup
No impact.
Security
Domains | Considerations |
|---|---|
Manage: Candidate Recruiting Self-Schedule Event in the Recruiting functional area. | Users secured to this domain can schedule, reschedule, and cancel an event on behalf of a candidate. |
Manage: Job Requisition Self-Schedule Calendars in the Recruiting functional area. | Users secured to this domain can assign a self-schedule calendar to a job requisition. |
Set Up: Recruiting in the Recruiting functional area. | Users secured to this domain can maintain recruiting self-schedule calendar types. |
Set Up: Recruiting Self-Schedule Calendar in the Recruiting functional area. | Users secured to this domain can create self-schedule calendars. |
Business Processes
You can configure the
Candidate Self-Schedule
business process to enable external or internal candidates to reserve time slots for a calendar event by adding it as a step to business processes.Reporting
Reports | Considerations |
|---|---|
All Recruiting Self-Schedule Calendars
| Use to view all recruiting self-schedule calendars. |
My Recruiting Self-Schedule Event Roster
| Use to view your event roster and manage events on behalf of candidates. |
Recruiting Self-Schedule Calendar Availability
| Use to view available and reserved time slots for 1 or more recruiting self-schedule calendars. This report returns a maximum of 1000 available dates regardless of the selected start and end dates. |
Recruiting Self-Schedule Event Roster
| Use to view recruiting events and manage events on behalf of candidates. |
Self-Scheduled Events
| Configure this report on the Schedule Events profile group to view scheduled events and awaiting actions. |
Integrations
Web Services | Considerations |
|---|---|
Recruiting Self-Schedule Calendar Types
| Use to create and edit calendar types. |
Recruiting Self-Schedule Calendars
| Use to create a new calendar. |
Assign Recruiting Self-Schedule Calendars
| Use to assign 1 or more calendars to an evergreen or job requisition. |
Connections and Touchpoints
Features | Considerations |
|---|---|
Assignable Roles | You can set up assignable roles and assign them to calendar schedules to give workers access to candidate information. |
Candidate Profile | You can add the Scheduled Events profile group to the Candidate Profile to display the candidate's events on their profile. |
Locations | You can create off-site recruiting locations for events at external locations. |
Requisitions | You can assign 1 or more calendars to an evergreen or job requisition. |
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.