Setup Considerations: Recruiting Agencies
You can use this topic to help make decisions when planning your configuration and use of recruiting agencies, 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
Recruiting agency management enables you to work with recruiting agencies who source and submit candidates for your open job requisitions.
Business Benefits
- Create agencies and establish hierarchies between them.
- Share job postings with specific agencies, including confidential postings.
- Create Workday accounts for agency users and enable them to submit candidates to job postings.
- Send questionnaires to agency users.
- Track agency payouts for successful candidates.
Use Cases
- Manage multiple recruiting agencies that each specialize in 1 type of vacancy by creating different agency types.
- Manage multiple types of vacancies that each have different payouts.
- Use Candidate Home accounts to collect further candidate information from agency candidates.
Questions to Consider
Question | Considerations |
|---|---|
How do you want to track recruiting agency candidates? | You can create any number of custom recruiting sources on the Maintain Recruiting Sources task. Decide whether you want to create:
|
Do you want to organize agencies by their type? | You can create recruiting agency types on the Maintain Recruiting Agency Types task. |
Do you want to restrict agency job postings to specific locations? | When you create and edit recruiting agencies, you can limit job postings on the agency career site to specific locations. |
Do you want recruiters to review agency candidates before they enter the recruiting workflow? | Add a Review step on the Submit Agency Candidate business process. |
Do you use recruiting agencies to fill sensitive positions? | You can post confidential job requisitions to recruiting agencies so they can source confidential candidates. |
Recommendations
Workday recommends that you configure external label overrides for the
Job Application
business process type on the Configure Dynamic Action Labels
task. These labels replace the internal names of job application stages on the:
- Agency Job Applicationsreport for recruiting agency users.
- Candidate Homefor external candidates.
To ask agency candidates to create a Candidate Home account, configure a custom notification on one of the subprocesses of the
Job Application
business process.Workday also recommends that you configure regions when setting up recruiting agencies. Configuring regions improve search results for jobs posted on the career site.
Requirements
To create Workday accounts for agency users, they must have a valid
Primary Work
email address.Limitations
Workday doesn't create invoices or process automatic payments to recruiting agencies for successful agency candidates. The agency fees that you specify are for informational purposes only.
Workday doesn't enable you to:
- Send ad hoc messages to agency users. You can configure business process notifications to notify agency users of important events, such as newly posted jobs.
- Mass distribute tasks and documents to agency users within Workday. However, you can store document attachments, such as terms and conditions, on the agency profile.
Tenant Setup
When creating Workday accounts for agency users you can select tenant-wide configurations on the
Edit Tenant Setup - Security
task to determine whether to:
- Enable agency users to receive Workday generated emails, such as password reset confirmation. For security reasons, select theSend to work email onlyoption.
- Email a temporary password to agency users when a Workday account is created.
- Enable agency users to reset their password at the Workday sign in page.
These settings aren't limited to agency users. They impact all users with Workday accounts.
Security
Domain | Considerations |
|---|---|
Set Up: Recruiting Agency in these functional areas:
| Users with Modify permission on this domain can create and edit:
|
Manage: Recruiting Agency in the Recruiting functional area | Users secured to this domain can:
|
Recruiting Agency Careers in the Recruiting functional area | Agency users secured to this domain can:
|
Recruiting Agency Careers Self-Service in the Recruiting functional area | Users secured to this domain can:
We recommend adding the Recruiting Agency User as Self group to this security policy. |
Self-Service: Recruiting Agency User in the Recruiting functional area | This domain provides recruiting agency users with access to their own information. |
Worklet: Recruiting in the Recruiting functional area | We recommend adding the Recruiting Agency User as Self group to this security policy if you want to use the Recruiting worklet for agency users. |
Confidential Job Requisitions in the Recruiting functional area | Agency users secured to this domain can:
|
Business Processes
Business Process | Considerations |
|---|---|
Create Workday Account business process in the System functional area | Users with access to this business process security policy can create new Workday accounts. Add a role that can create Workday accounts for new agency users. |
Submit Recruiting Agency Candidate business process in the Recruiting functional area | Add the Recruiting Agency User as Self security group to the Submit Candidate initiating action.
Consider adding a Review Recruiting Agency Candidate Duplicates step on this business process. This step notifies the assigned security group when:
|
Reporting
Reports | Considerations |
|---|---|
Agency Job Applications report | Agency users can access this report to view a list of approved candidates submitted by their agency. |
Agency Performance Summary report | Recruiting administrators can access this report to view and compare agency performance metrics. |
Find Agency Jobs report | Agency users can access this report to view a list of approved agency job postings and submit candidates. |
Recruiting Agency Payouts report | Recruiting administrators can access this report to view and compare agency fees, forecasted payouts, and actual payouts for hired agency candidates. |
Source Effectiveness report | Recruiters can access this report to view and compare recruiting source effectiveness, including agency sources. |
Recruiting worklet | You can add these tasks and reports to the Recruiting worklet and enable them for agency users:
|
Integrations
You can perform bulk data operations using these Workday-delivered web services:
Web Services | Considerations |
|---|---|
| Enables you to mass upload recruiting agency and agency user information. |
| Enables you to mass retrieve recruiting agency and agency user information. |
Connections and Touchpoints
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships across your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.