Setup Considerations: Interviews
You can use this topic to help make decisions when planning your configuration and use of interview functionality. 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
Interviews in Workday help you schedule and track interview details during the recruiting process.
Business Benefits
Interview functionality enables you to:
- Schedule interviews and collect feedback within a unified system, streamlining the hiring workflow and enabling faster, more informed hiring decision-making.
- Integrate with Google Calendar or Microsoft Outlook (Office 365) to synchronize interview schedules, reduce conflicts, and improve coordination among interviewers.
- Use configurable rating scales to ensure consistent and objective interviewer feedback, supporting fair and data-driven hiring decisions.
- Automatically route feedback tasks to interviewers, increasing completion rates and maintaining momentum throughout the recruitment cycle.
- Display interview details, feedback, and interviewer information directly in the candidate profile, giving recruiters and hiring managers a clear, consolidated view.
- Enable candidates to view their scheduled interviews via Candidate Home, promoting transparency and improving communication throughout the process.
- Include targeted questions to evaluate candidates against specific competencies, helping identify the most qualified candidates for the role.
Use Cases
- Configure and manage video interviews for candidates in remote locations.
- Assemble executive-level interview panels for senior leadership roles, such as CEO requisitions.
- Provide hiring managers with a centralized candidate profile that includes interview schedules, feedback, and interviewer details to support informed decision-making.
- Guide interviewers with predefined, role-specific questions aligned to key competencies for consistent and focused evaluations.
- Streamline interview scheduling and coordination during peak hiring periods. Example: During university recruitment or job fairs.
- Use feedback data to identify trends, improve interview practices, and refine hiring strategies.
- Maintain records of interview activities and feedback to support audit readiness and policy adherence.
- Enable interviewers to provide competency-based feedback using standardized rating scales.
- Analyze feedback data to identify patterns, optimize interview techniques, and continuously improve the hiring process.
- Maintain detailed records of interview activities and feedback to ensure compliance with audit requirements and organizational policies.
- Standardize candidate evaluations by enabling interviewers to provide competency-based feedback using structured rating scales.
Questions to Consider
Questions | Considerations |
|---|---|
How can you configure your interview process? | Workday enables you to configure your Interview business process in 1 of these 3 options:
When you want interview schedulers to access scheduling data outside of Workday, you can use 1 of these integrations:
|
How do you want recruiters and hiring managers to communicate with interviewers? | When you don't configure the calendar integration, you can create email templates to send communications to interviewers in Workday. When you configure a calendar integration, Workday sends calendar invitations, updates, and cancellations to interviewers. |
How do you want to notify interview schedulers when interviewers accept or decline an interview? | You can configure calendar integration to send an email to the interview scheduler when interviewers respond to an invitation. |
How do you want to notify candidates about upcoming interviews? | You can set up email, mobile push notification, and SMS reminders that automatically send to candidates before their interview. The reminders can use message templates or notification templates, if you use Notification Designer. Interview schedulers can configure the reminders as they complete the Manage Interview Scheduling Settings task. |
What feedback do you want interviewers to provide? | You can elicit specific feedback by including competency ratings or custom questions specific to your organization. Interviewers can provide feedback directly in Workday, and you can enable interview schedulers to send back feedback to interviewers for edits. |
Recommendations
To ensure you can move the interview process forward when an interviewer can't complete an interview rating or make an interview decision, configure these business process steps concurrently:
- Make Interview Decision
- Rate Interview
Requirements
No impact.
Limitations
- You can view invitation responses when you use Outlook for Microsoft Office 365, but Workday doesn't store the response data. You can't report on responses or configure business process notification condition rules based on the data.
- Candidates can't schedule their own interviews in Workday.
- You can't use Outlook for Microsoft Office 365 with Workday when you have:
- More than 1 instance of Outlook for Microsoft Office 365.
- Any combination of hybrid, on-premise, or cloud data storage.
- You can't use theSchedule Interview Teamstep on theInterviewbusiness process with these integrations:
- Google Calendar
- Microsoft Outlook
Tenant Setup
No impact.
Security
Domains | Considerations |
|---|---|
These domains in the Recruiting functional area:
| Users can:
|
Candidate Data: Interview Schedule in the Recruiting functional area | Users can view interview schedules. |
Person Data: Work Email in the Contact Information functional area | Users can view work email addresses of the interviewers. |
Set Up: Recruiting in these functional areas:
| Users can view information about recruiting setup, including:
|
Business Processes
Configure the
Interview
business process with specific roles in mind.Reporting
Reports | Considerations |
|---|---|
Compare Candidate Interview Feedback
| View interview feedback results for all candidates associated with an active job requisition. |
Candidate Interview Schedule
| View the interview schedule for a candidate. |
Candidate Interview Feedback History
| View all interview feedback submitted for a candidate, grouped by job requisition for completed interviews. |
Interview Feedback Details
| View all interview feedback submitted for each job application, including applicable competency and questionnaire feedback. |
Interview Feedback Ratings Summary
| View feedback ratings for all job applications associated with a job requisition. |
My Interviews
| Users can view all of their scheduled interviews. |
Integration
Workday imports or exports this security information to or from Microsoft Office 365 when the interview scheduler:
- Creates and sends a calendar event.
- Views the available schedule of an interviewer.
- Selects a room.
- Accesses a calendar event in Workday using calendar view.
- Receives an interviewer’s response to a calendar event.
Workday also uses the Microsoft Graph API to call these operations:
- Add Attachment
- Create Event
- Delete Attachment
- Delete Event
- Get Event
- Get Schedule
- List Places (Room Lists)
- List Places (Rooms)
- Update Event
Before you can schedule interviews, an IT administrator must accept the Microsoft Graph API permissions on behalf of all users in your tenant. The permissions grant access to:
- Calendars.
- Places, or conference room locations.
- Sign in to Workday and read profile data.
Connections and Touchpoints
Features | Considerations |
|---|---|
Competencies | Configure competencies in the worker profile and Skills functional area to use them in the Interview business process. |
External Career Sites task | You can display the interview schedule for the candidate on their Candidate Home page per your career site. |
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.