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Administrator Guide
Last Updated: 2023-06-23
Edit Personal and Contact Information for Pre-Hires

Edit Personal and Contact Information for Pre-Hires

  • Set up personal, contact, and ID information in Workday.
  • In the
    Maintain Localization Settings
     task, enable pre-hire information tracking by country. Activate localizations in the
    Personal Information
     area:
    • The
      ID Info (Pre-Hire)
       localization makes the
      Edit ID Information for Pre-Hire
       task available for pre-hires in the selected countries.
    • The
      Personal Information (Pre-Hire)
       localization makes the
      Edit Personal Information for Pre-Hire
       task available for pre-hires in the selected countries.
Add or update IDs, personal information, and contact information for pre-hires. Workday uses this information as the pre-hire's ID, personal, and contact information if you hire or contract them as a contingent worker. You can only edit personal information and IDs for a pre-hire if you consider them for 1 or more positions.
Public contact information displays in directories and listings for all users. HR administrators can see all contact information even if it's not public. To see which security groups can view public and private contact information, check the domains in the Contact Information functional area.
  1. Access the
    Edit Pre-Hire Contact Information
     task.
    Supply values for all the required fields when you create a pre-hire. After you create a pre-hire, use this task to edit their contact information.
    Security:
    Pre-Hire Data: Contact Information
     domain in the Pre-Hire Process functional area.
  2. Access the
    Edit Personal Information for Pre-Hire
     task.
    Pre-hire personal information is used for regulatory and compliance reporting. You can track personal information for a pre-hire if:
    • Workday can determine the location of the considered position.
    • The
      Pre-Hire Personal Information
       localization is enabled for that country.
    Workday determines the position location from the primary location of the supervisory organization containing that position. If you're considering the pre-hire for multiple positions, Workday displays fields and values for all position locations.
    Security:
    Pre-Hire Personal Data: Personal Information
     domain in the Pre-Hire Process functional area.
  3. Access the
    Edit ID Information for Pre-Hire
     task.
    Social Security Number is a national ID type. If you hire someone, you must enter a tax ID.
    Security:
    Pre-Hire Personal Data: ID Information
     domain in the Pre-Hire Process functional area.
After hiring, you can’t add or update personal information on the pre-hire record. Edit personal information on the employee record or access the
Edit Personal Information
 task.