Setup Considerations: Recruiting

Administrator Guide

You can use this topic to help make decisions when planning your configuration and use of Workday Recruiting. 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 is a single platform that enables your organization to find, engage, and select the best candidates.

Business Benefits

Streamline Recruiting Operations

Example: Move candidates through each stage directly in Workday, reducing delays and eliminating manual follow-ups.

Deliver a Consistent Candidate Experience

Example: Apply branded visuals and messaging across career sites so candidates experience a polished, professional application process.

Recruit From Anywhere

Example: Review résumés, provide feedback, and advance candidates using the Workday mobile app, keeping hiring moving wherever you are.

Build Strategic Talent Pipelines

Example: Organize candidates into pools and engage them proactively, ensuring talent is ready when positions open.

Maintain Accurate Data

Example: Identify and merge duplicate candidate profiles, preventing reporting errors and compliance issues.

Support Fair Screening

Example: Mask candidate identifiers during early reviews so decisions focus on skills and qualifications, reducing unconscious bias.

Simplify Interview Scheduling

Example: Automate calendar coordination for interviewers, rooms, and candidates, reducing manual back-and-forth.

Automate Routine Tasks

Example: Automatically advance candidates who meet minimum criteria, freeing time to focus on high-value interactions.

Centralize Collaboration

Example: Add notes and feedback directly to candidate records, creating a complete history for hiring decisions.

Use Cases

Create Clear Job Requisitions

Example: Define responsibilities, compensation, and approvals in one requisition to speed up posting.

Brand Career Sites for Target Audiences

Example: Apply custom branding to attract specific talent segments, such as early-career professionals or specialized roles.

Collaborate With Recruiting Agencies

Example: Receive candidate submissions via Workday to maintain consistent, trackable data.

Candidates Self-Schedule Interviews

Example: Set up calendars for high-volume roles and let candidates pick available time slots.

Run Targeted Candidate Engagement Campaigns

Example: Send customized messages to candidate pools to boost response rates and keep talent engaged.

Publish Tailored Recruiting Pages

Example: Highlight roles, culture, and incentives for specific groups like nurses or engineers.

Track Candidate Sources

Example: Analyze which channels deliver the best hires and adjust sourcing and budgets accordingly.

Automate Referral Incentives

Example: Track referred candidates and trigger payments automatically when they meet the criteria.

Collect and Validate References

Example: Request and track references in Workday to ensure timely follow-up.

Screen With Role-Specific Questionnaires

Example: Assess skills and certifications upfront to identify qualified candidates quickly.

Gather Additional Candidate Information

Example: Request missing details like work eligibility or licenses as candidates progress.

Manage Offers Effectively

Example: Create, send, and revise offer letters in Workday to ensure candidates always receive the correct version.

Automate Background Check Workflows

Example: Advance or disposition candidates automatically based on integrated background check results.

Questions to Consider

Questions	Considerations
What kind of positions do you need to fill?	You can create: Job requisitions to track requirements for unfilled positions. Evergreen requisitions to continually source and track candidates for high-turnover or high-volume positions. Confidential job requisitions for classified positions. Example: Executive level positions.
How do you want to advertise jobs openings?	You can: Create internal and external career sites to post job openings. Use job posting templates to target specific audiences. Example: You can add a video to your job posting advertising your office space in Dublin to attract candidates. Enable candidates to create alerts on career sites for relevant job postings.
How do you want to manage high-volume recruiting events?	You can: Create calendars that enable candidates to reserve time slots. Example: Phone screenings. Enable recruiters to schedule and manage event time slots on behalf of candidates.
How do you want to manage referrals and endorsements?	You can enable: Workers to submit candidates to open job requisitions. Candidates to identify a referring worker when applying to a job posting. Workers to endorse a candidate’s job application. Configure referral payment plans to reward workers who refer successful candidates.
How do you want to work with recruiting agencies?	You can create: Agencies and establish hierarchies between them. Agency career sites for job postings. Agency types for different types of vacancies. You can also track agency payments for successful candidates.
How do you want to collect candidate information?	Gather and manage information from candidates using: Applications. Questionnaires. Assessments. Background check results.
How do you want to organize your candidates?	Create candidate pools to manage your candidate pipeline and group internal and external candidates based on set criteria. Example: Recruiting sources. Create a: Dynamic pool to automatically and continuously add candidates who match your search criteria. Static pool to add candidates manually.
How do you want to manage duplicate candidate records?	Workday enables you to manage duplicate records using 1 of these functionalities: Recruiting match and merge, which enables you to merge candidates to different person types. Duplicate Management Framework, which provides flexibility when configuring merge rules and supports a variety of merge types. When you opt in to the Duplicate Management Framework, you can't opt out or access Recruiting match and merge functionality again.
How do you want to manage interviews?	Manage your interviews entirely in Workday or use 1 of these calendar integrations for scheduling: Google Calendar Microsoft™ Outlook 365 You can configure Workday to: Recommend interview schedules based on interviewer and location availability. Enable interviewers to provide feedback in Workday. Example: Competency ratings.
How do you want to manage offers or employment agreements?	You can: Manage and submit multiple offer or employment agreement tasks at once. Set up offers and employment agreements to automatically initiate in the Job Application dynamic business process. Auto-initiate offer only works when salary or hourly are the only forms of compensation in the offer. Negotiate and regenerate offers through Candidate Home accounts. Example: The candidate requests a later start date and you need to update and regenerate the offer letter.
How do you want to manage compliance obligations?	Workday enables you to: Track workforce composition requirements if required by local regulations by delivering metrics and reports that analyze candidate gender and ethnicity information. Identify and purge candidate and job application data when you no longer need it.
How do you want to manage access to your recruiting processes?	To control access to recruiting processes: Use segmented security to restrict access to recruiting processes. Example: Configure access to questionnaire responses. Hide certain information on the candidate profile to help prevent biased candidate screening. Example: You can mask education details during the candidate screening process.

Recommendations

To increase efficiency, configure business process steps to:

Post or unpost jobs when you create, edit, or freeze job requisitions.

Automatically unpost jobs when you close or fill a job requisition.

Requirements

Configure job requisitions to track requirements for unfilled positions and move candidates through the recruiting process.

Limitations

You can't use Outlook for Microsoft Office 365 with Workday Recruiting when you have:

More than 1 instance of Outlook for Microsoft Office 365.

Any combination of hybrid, on-premise, or cloud data storage.

When you opt in to the Duplicate Management Framework, you can't use Recruiting match and merge functionality.

The Recruiting business processes don't support the Hide Details from Person check box. We recommend that you don't select the check box when you edit your business process policies.

Tenant Setup

Access the

Edit Tenant Setup - Recruiting

task to configure:

Referral ownership levels.

A duplicate referrals policy.

Automatic candidate merging for the Recruiting Match and Merge functionality.

Integrations for interview scheduling calendars.

The ability for candidates to reapply to job requisitions.

Settings for populating and copying personal information on job applications.

Preferred name settings.

A link to your privacy policy on external career sites.

Calculations for the

Time to Fill

report.

Required Candidate Home accounts.

Verification emails for candidates creating Candidate Home accounts.

You can also configure the

Edit Tenant Setup - HCM

task to:

Create ID definitions. Example: Job requisition IDs.

Enable Workday to populate organizations on job requisitions.

Enable users to remove or replace a questionnaire on a job requisition.

Security

Use segment-based security groups to grant specific users access to job application data during the recruiting process.

To view the different security domains for Recruiting, access the

Domain Security Policies for Functional Area

report and select the Recruiting functional area.

Security domains in the Recruiting functional area enable users to configure, manage, and use Recruiting features, such as:

Candidates

Evergreen Requisitions

External Career Sites

Interviews

Job Applications

Job Postings

Job Requisitions

Offers

Prospects

Questionnaires

Recruiting Agencies

Recruiting Notes

Referrals and Endorsements

Business Processes

Business Processes	Considerations
Assess Candidate	Configure to send assessment tasks to candidates.
Background Check	Configure to manage background check information for candidates.
Interview	Configure to: Schedule interviews. Collect candidate feedback. Forward candidate feedback to a decision-maker.
Job Application	Configure to create a flexible or linear workflow for candidate management.
Job Requisition	Configure to create job requisitions for new or existing positions.
Offer	Configure to: Set a compensation basis. Request and get approval for stock grants or one-time payment plans. Generate, send, and receive electronically signed documents. Renegotiate offers.
Refer a Candidate	Configure to manage candidate referrals.
Reference Check	Configure to manage candidate reference checks.
Ready for Hire	Configure to initiate staffing transactions automatically. Example: Hire, Change Job.
Screen	Configure the workflow for candidate screening.
Submit Recruiting Agency Candidate	Configure to enable agency users to submit candidates to open job requisitions.

Reporting

To view the available reports for Workday Recruiting, access the

Workday Standard Reports

report and select one of these categories:

Report Categories	Considerations
Recruiting	Use reports in this category to report on: Assessments Candidates Diversity metrics Interviews Job applications Job postings Job requisitions Recruiting agencies Recruiting self-schedule calendars Referrals
Set Up Recruiting	Use reports in this category to verify and view a summary of your recruiting configuration.

Integrations

Consider these web services and integrations when configuring Workday Recruiting:

Web Services	Considerations
Assess Candidate	Use to request and manage assessment tests for candidates.
Candidate Attachments	Use to load documents for prospects and candidates.
Create Job Requisition	Use to create job requisitions for positions in position management supervisory organizations.
Offer	Use to initiate offers for job applications.
Post Job	Use to post jobs to third-party websites.
Put Background Check	Use to mass upload background information for multiple records.
Put Candidate	Use to load prospects and candidates.
Submit Recruiting Agency Candidate	Use to submit recruiting agency candidates.

Integrations	Considerations
Adobe Sign DocuSign	Use to obtain digital signatures from candidates.
LinkedIn Recruiter System Connect	Enables users on LinkedIn Recruiter to view relevant candidate data from Workday.
Report-as-a-Service (RaaS)	Use to post job openings to third-party websites.

Connections and Touchpoints

Touchpoints	Considerations
Compensation	Workday derives compensation values for offers or employment agreements from job requisitions.
Duplicate Management Framework	Use to manage duplicate records in your tenant. Opting in to the Duplicate Management Framework is a tenant-wide change that you can't repeat or undo.
Extended Enterprise Learning	You can enable extended enterprise learners to view and apply for jobs for nonworkers within your organization. When you hire an extended enterprise learner, their learning transcripts and talent certifications transition with them to their new role.
Skills Cloud	Configure Skills Cloud to build qualification requirements and enable suggested skills on job requisitions and job applications. You might need to take additional steps to enable this feature depending on your organization's subscription service agreement. For more information, see this Community article.
Staffing	Job requisitions support the position and job management staffing models.
Talent	You can enable the Opportunity Marketplace to include internal job postings. Employees can browse jobs and access job postings from the Opportunity Marketplace.

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.

Setup Considerations: Job Requisitions for Recruiting

Setup Considerations: Skills in Recruiting

Setup Considerations: Evergreen Requisitions

Setup Considerations: Duplicate Candidate Merging

Setup Considerations: Candidate Self-Scheduling

Setup Considerations: Candidate Personal Information

Setup Considerations: Notifications for Candidates

Setup Considerations: External Career Sites

Setup Considerations: Branding for External Career Sites

Setup Considerations: Job Postings

Setup Considerations: Recruiting Agencies

Setup Considerations: Referrals and Endorsements