Steps: Set Up Flex Teams

Administrator Guide

You might need to take additional steps to enable this feature based on your organization's subscription service agreement. Your organization is either on the Main Service Agreement (MSA) or the Universal Main Service Agreement (UMSA). To determine your organization's subscription service agreement:

Select your profile avatar on Workday Community.

Select

Profile

On your profile page, select your organization's name, which is beneath your name and next to your job title.

View your

Subscription Service Agreement

value.

If the value is:

UMSA
, the feature is automatically available. You can skip the

Enable Innovation Services Feature and AI Data Contributions for MSA Customers

step. For more information on Machine Learning data contributions, see Concept: Workday AI for Universal Main Subscription Agreement Customers.

MSA
, you must enable this feature through Innovation Services using the

Enable Innovation Services Feature and AI Data Contributions for MSA Customers

step.

Note: UMSA customers don't have Innovation Services tasks and reports in their tenants as these are for MSA customers only. UMSA customers can ignore all information regarding Innovation Services.

Set up Skills Cloud. See Steps: Set Up Skills Cloud.

Review setup considerations for Flex Teams. See Setup Considerations: Flex Teams.

Flex teams are low-barrier internal opportunities that use Skills Cloud and machine learning to help your organization allocate talent with more efficiency and agility.

Workday uses machine learning to determine which workers have the best skills for each flex team.

To use custom labels throughout Talent, use the

Maintain Custom Labels

task. Create custom labels to replace the default Workday labels Flex Team and Flex Teams with your organization's terms. Refer to Create Custom Labels for details regarding search terms that don't update after a custom label change.

Access the

Maintain Functional Areas

task.

Select the

Enabled

check box for the

Talent Marketplace

functional area.

Security: Security Configuration
domain in the System functional area.

See Steps: Enable Functional Areas and Security Policies.

Enable Innovation Services Feature and AI Data Contributions for MSA Customers.

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.

On the

Innovation Services Opt-In

task, select the

HCM Machine Learning GA Features

on the

Available Services

tab in the

HCM

category.

On the Maintain Innovation Services Data Selection Opt-In
task in the HCM: HCM Machine Learning GA Features
innovation service, select Talent Marketplace
from the View Data Categories for Feature
prompt. Select the opt-in check boxes for the categories for which you want to contribute data for Machine Learning.

As you complete the task, consider:

Option	Description
Worker Profile Data	Required. Enables Workday to extract explicit and inferred worker skills. The Opt In to Additional Data check box for this category isn’t required to enable product functionality. Workday uses the additional data for machine learning product development, including monitoring and testing for bias.
Talent Opportunity Marketplace Data	Required. Enables Workday to surface recommended flex teams and candidates, and flex team match analyses.
Skills Data	(Optional) Select if you want to include tenanted skills in matching. To include maintained skills in machine learning matching, you also need to select Include Tenanted Skills in Matching on the Maintain Skills and Experience Setup task.
Talent Profile Data	(Optional) Select if your company wants to enable learning recommendations.
Demographics Data	(Optional) Select if your company wants to contribute workforce demographic data. This data is not required to enable product functionality. Workday uses it for machine learning product development, including monitoring and testing for bias.

Access the

Edit Tenant Setup - Machine Learning

task.

Select the region in which Workday hosts data used for improvement and personalization of machine learning and analytics functionality.

Security: Set Up: Tenant Setup - Machine Learning
in the System functional area.

Access the

Maintain Skills and Experience Setup

task.

In the

Skills

section, select:

Enable Workday Skills Cloud

(Optional)

Populate Suggested Skills for Workers

: Select this option if you want to enable workers to find flex team opportunities in the

Career Hub

(Optional)

Include Tenanted Skills in Matching

. To enable this setting, MSA customers must also select the

Skills Data

category for AI data contribution.

Security: Set Up: Skills and Experience
domain in the Worker Profile and Skills functional area.

Configure security for flex teams.

See Steps: Set Up Security for Flex Teams.

Access the

Create Business Process Definition (Default Definition)

task.

Create and configure default definitions for these business processes in the Talent Marketplace functional area:

Add Flex Team Member
.

Manage Flex Team
. When you want to create assignable roles for flex teams, add the Assign Roles
allowed action on the business process definition.

Security: Business Process Administration
and Manage: Business Process Definitions
domains in the System functional area.

(Optional) Set up Enterprise Interface Builder (EIB) integrations for the Flex Teams web service operations.

See Steps: Set Up EIBs Using Templates from Web Service Operations.

(Optional) Create Custom Notifications.

Configure a custom notification to notify a manager when their direct report initiates the Manage Flex Team
business process.

Maintain tenanted types, categories, and availabilities for Flex Teams.

You can either use tasks in Workday or EIB integrations.

Task	Web Services	Details
Maintain Flex Team Availabilities	Get Flex Team Availabilities Put Flex Team Availability	Workers can set their availability for flex teams when they set up their career interests or preferences for Opportunity Marketplace in Career Hub . Availability does not affect flex team or candidate suggestions, but flex team hosts can use it to filter candidates, and workers can use it to filter flex teams. The Workday-owned flex team availability of Not Available is required and is always an option for workers when choosing their availability for flex teams. Hosts can’t promote their flex teams to workers who choose this option.
Maintain Flex Team Categories	Get Flex Team Categories Put Flex Team Category	Create flex team categories to enable workers to filter flex teams by category in the Career Hub .
Maintain Flex Team Types	Get Flex Team Types Put Flex Team Type	Create flex team types to enable workers to filter flex teams by type in the Career Hub . Flex team types also support segmented security, allowing you to restrict access to them to certain security groups.

Security: Set Up: Flex Teams
in the Talent Marketplace functional area.

(Optional) Add the

Flex Teams

report to the

Career for Worker Profile

profile group to workers’ participation and expressions of interest in flex teams.

See Steps: Set Up Profiles and Profile Groups.

(Optional) Set up anytime feedback to enable flex team hosts to provide feedback for flex team members.

See Steps: Set Up Feedback.

(Optional) Access the

Edit Tenant Setup - HCM

task.

As you complete the

Talent

section, consider:

Option	Description
Enable Flex Teams Express Interest Notes	Enable candidates to add an optional custom message when expressing interest in a flex team. Disabling the option after a worker has expressed interest with a custom note removes the note from the worker's profile.
Disable AI-Generated Flex Team Descriptions	Remove the Generate with AI prompt when hosts create, revise, or edit flex teams.

Security: Set Up: Tenant Setup - HCM
in the System functional area.

(Optional) Set up additional manager evaluations for performance reviews to enable flex team hosts to add comments to performance reviews for members of their teams.

See Steps: Set Up Additional Manager Evaluations.

(Optional) To enable workers to link individual goals to flex teams using the

Relates To

field for a goal, access the

Configure Talent Tags

task and add Flex Team
to the

Talent Tags

for Goals.

Security: Set Up: Talent
in the Talent Pipeline functional area.

(Optional) Access the

Configure Profile Summary

task.