Onboarding Business Process Guidelines

Administrator Guide

Overview

The Workday Onboarding
business process is a configurable framework that enables you to create a personalized journey for new hires, contingent workers, and internal movers, often starting even before their first day (pre-boarding).

These are the sections in this topic:

Common Business Process Workflows

Subprocesses

You can configure the Onboarding
business process to include a variety of steps and other business processes to meet your organization's needs. These can be arranged sequentially or in parallel. Common steps:

Tasks: Is a consolidated step to allow workers to update their own information. This can include Contact Change
, Personal Information Change
, Name Change
, and Preferred Name Change
.

To Do: Is a flexible step to assign general tasks and reminders to the worker or other participants in the process.

Review Documents: Enables you to add documents for review, acknowledgment, or electronic signature.

Change Benefit Elections: Enables the employee to make their initial benefit selections.

Complete Form I-9: Manages the U.S. employment eligibility verification process. This is typically preceded by the Manage Form I-9 Assignment
step.

Edit Licenses: Enables workers to add or update their professional licenses and certifications.

Edit IDs: Enables workers to enter government and national ID information.

Prerequisites

You must first set up your environment to complete the Onboarding business process successfully. See the

Context

section in Steps: Set Up Security for Onboarding and the

Prerequisites

section in Steps: Set Up Onboarding Business Process.

For tasks initiated within the onboarding process, workers require specific security permissions. Access to complete these tasks is granted through Self-Service roles, such as the Employee as Self
or Contingent Worker as Self
security groups. It’s crucial to evaluate the security permissions assigned to these Self-Service security groups to ensure they have the appropriate authorization to complete the required tasks.

To view a list of applicable security domains, access the Domain Security Policies for Functional Area
report and select the Onboarding
functional area.

Process Initiators

You can initiate the Onboarding
business process for a worker through various actions. See Steps: Set Up Onboarding Business Process.

Limitations

While the Onboarding
business process is robust, there are some limitations to consider:

Single Onboarding Process: A worker can only have 1 active onboarding process
in progress at a time. When a new onboarding event is initiated for a worker who is already in an active process, the new business process event doesn't launch.

Legal Compliance: Workday provides the tools to assign tasks to pre-hires before their start date but doesn't provide legal advice. Your organization is responsible for ensuring compliance with labor laws regarding compensation for pre-hire activities.

Form I-9 with International Assignments: The Complete Form I-9
step isn’t initiated when the Onboarding
process is initiated as part of the Start International Assignment
business process.

Common Business Process Workflows

These are common workflow configuration paths for the Onboarding
business process, with the applicable steps for each flow.

To view the diagram of a business process workflow, click

View Diagram

on the

View Business Process Definition

page when you're editing the business process definition.

Path 1: Standard External New Hire Onboarding

This workflow is initiated from the Hire
business process and is designed for new, external employees. It is the most comprehensive of the three paths.

A: Initiation > B: Tasks by Employee as Self > C: Action by Employee As Self > D: Review Documents by Employee as Self > E: Action by Employee as Self  > F: To Do by Employee as Self

Path 2: Internal Transfer Onboarding (Lite Version)

This lite workflow is initiated from the Change Job
business process for existing employees. It omits steps that are typically only required for an initial hire.

A: Initiation > B: Tasks by Employee as Self > C: Review Documents by Employee as Self > D: To Do by Employee as Self

Path 3: Contingent Worker (Contractor) Onboarding

This workflow outlines the key steps for onboarding a new contingent worker, from their initial data entry and document review to the internal processes for granting system access and provisioning equipment.

A: Initiation > B: Tasks by Contingent Worker as Self > C: Review Documents by Contingent Worker as Self > D: To Do by Hiring Manager > E: To Do by IT Administrator

Workflow Step Types

These are the common step types used to build the Onboarding
business process workflow:

Initiation: Step Order
: This is always the first step in the business process, designated with the letter a.
Group
: Performed by a system action triggered by the completion of a step in a parent business process (for example, Hire
). The security of the user initiating the parent process determines who can kick off Onboarding
. Common roles include:
HR Administrator
Manager
Onboarding Specialist
Specify
: This field is not applicable to the Initiation
step type.
Step Type Guidelines
:
Best Practice: For a seamless new hire experience, the Onboarding
business process should be configured as a subprocess within the Hire business process. A leading practice is to place the Onboarding
action step after
the Create Workday Account
step in the Hire
process. This ensures the new hire has system access to complete their onboarding tasks.
Use Case: The main use case for the Initiation
step is to trigger the sequence of events that make up the onboarding journey. This includes generating tasks, sending notifications, and routing documents to the new worker and other relevant roles. It acts as the container for all subsequent steps like To Do
, Review Documents
, and other tasks.
Example: An HR Administrator
completes the final step of the Hire
business process for a new employee. Upon completion, the system automatically initiates the Onboarding
business process. The new hire then receives a notification to log in to Workday and begin completing their onboarding tasks, such as updating personal information and reviewing company policies.
Condition Rule Guidelines
:
Best Practice: Configure rules on the parent business process to trigger specialized Onboarding
workflows. For example, you might have 1 Onboarding
process for corporate employees and a separate 1 for manufacturing plant employees, each with different steps and documents.
Use Case: While you don’t place a condition rule on the Initiation
step itself (as this would prevent the process from ever starting), you can use rule-based routing on the parent business process (for example, Hire
) to determine if and which Onboarding
business process definition to initiate. This allows for different onboarding experiences based on criteria like job profile, location, or worker type.
Example: A condition rule on the Hire
business process could check the new hire's country. If the country is the United States, it initiates the US Onboarding
process which includes Form I-9
steps. If the country is Canada, it initiates the Canadian Onboarding
process with country-specific documents and tasks.

Tasks: This is an Action
step. The specific step type is Tasks
.
Step Order
: The order is defined within the Onboarding
business process definition. You can assign a letter or number to sequence the step.
Best Practice: To have multiple tasks appear in the worker's Inbox simultaneously, you can configure them as parallel steps by assigning them the same order identifier (for example, making them all step b). However, ensure that the step containing these tasks occurs after the Create Workday Account
step in the parent business process (for example, Hire
) to prevent the task from becoming unassigned.
Group
:
Tasks by Employee as Self
is performed by the Employee as Self
security group.
Tasks by Contingent Worker as Self
is performed by the Contingent Worker as Self
security group.
Best Practice: To allow workers to complete onboarding tasks before their official start date and to prevent tasks from becoming unassigned if a start date is moved, it's best practice to assign the step to both the pre-hire and active worker security groups:
For employees: Employee as Self
and Pre-Employee as Self
For contingent workers: Contingent Worker as Self
and Pre-Contingent Worker as Self
Specify
: The configuration for a Tasks
step doesn't use a Specify
option field. Instead, you specify the included tasks by selecting them from a list of available self-service business processes. You can choose to group several actions into 1 Tasks
step or separate them.
Step Type Guidelines
:
Best Practices:
For a simplified user experience, you can group related items into a single Tasks
step with a clear label, such as Complete Your New Hire Paperwork
.
If you need to ensure certain tasks are completed before others, you can place them in separate, sequential steps. For example, you could make Confirm Personal Information
(step b) a prerequisite for Manage Payment Elections
(step c).
For tasks that should only be available on or after the worker's hire date (like benefit elections), use a Step Delay
on that specific step within the business process configuration. This prevents the task from appearing in the Inbox prematurely.
Use Cases: Common tasks bundled within this step include:
Enter Personal Information
Enter Contact Information
Edit Government IDs
Manage Payment Elections (Direct Deposit)
Complete Federal and State Withholding forms
Enter Emergency Contacts
Change Benefit Elections
Example: In the Standard External New Hire Onboarding
workflow, you could configure a Tasks
step labeled Initial Onboarding Tasks
assigned to Pre-Employee as Self
and Employee as Self
. This single step could include:
Enter Personal Information
Enter Contact Information
Enter Emergency Contacts
Condition Rule Guidelines
: You can apply condition rules to control whether the step initiates or is skipped.
Use Case: A condition rule can be configured to automatically skip approval steps for personal and contact information updates if the worker accesses the task but does not make any changes before submitting. This prevents unnecessary routing to approvers.

Action: Step Order
: Can be placed anywhere after the Initiation
step (step a). You can use letters (b, c, d) to define the sequence. Steps with the same letter run in parallel.
Group
: Who this is performed by is highly flexible. It can be assigned to the Onboarding Administrator
, Employee As Self
, Contingent Worker as Self
, Manager
, HR Partner
, Benefits Partner
, or any other security group with the necessary permissions for the subprocess being initiated.
Security Domains
: The security domains that the role-based security group should have access to:
Onboarding Administrator
: Access to tasks for setting up Onboarding rules and templates. Access to this domain should be restricted: Set Up: Onboarding
.
Employee As Self
: Access to the self-service aspect of the Onboarding process, including worklets on the dashboard: Self-Service: Onboarding
, Self-Service: Home Contact Information (and subdomains)
, Self-Service: Work Contact Information (and subdomains)
, Self-Service: Emergency Contacts
, Self-Service: Benefits
, Self-Service: Payroll (My Withholding Elections)
.
Manager
: View or modify access to Worker Data: Work Contact Information (and subdomains)
.
HR Administrator: Set Up: Onboarding
(Access to tasks for setting up Onboarding rules and templates. Access to this domain should be restricted), Person Data: Home Contact Information (and subdomains), Worker Data: Work Contact Information (and subdomains), Person Data: Emergency Contacts.
HR Partner
: View or modify Person Data: Home Contact Information (and subdomains)
, Worker Data: Benefits
, Worker Data: Work Contact Information (and subdomains)
.
Benefits Administrator/Partner
: View or modify Worker Data: Benefits, Person Data: Emergency Contacts
.
Specify
: Select the specific business process to be launched as a subprocess. Examples for Onboarding:
Change Personal Information
Change Contact Information
Change Government IDs
Change Emergency Contacts
Change Benefit Elections
Complete Form I-9
Step Type Guidelines
:
Best Practices:
Group similar data collection tasks. For instance, instead of separate steps for Personal, Contact, and Emergency Contact information, you can use the consolidated Tasks
step type. However, if you need separate approvals or routing for each, keeping them as distinct Action
steps is better.
Assign the same order letter (for example, b) to multiple Action
steps to display simultaneous tasks in the Inbox.
Account for completion logic where parallel steps remain in the In Progress
status until the new hire completes all parallel steps. This behavior prevents the final completion of individual items, such as payment or tax elections.
Apply strategic ordering by separating critical tasks, such as pay-related items, from less critical tasks, such as emergency contacts.
Configure less critical tasks as an earlier step to force completion before subsequent steps appear. New hires might need to refresh their Inbox to view new tasks after completing the previous set.
Use condition rules on a single Review Documents
step to trigger documents based on criteria such as worker location.
(Optional) Create separate rule-based business process definitions for significant variations, such as internal transfers versus new hires. This enables a lite version of the Onboarding
process with only relevant steps.
Handle external tasks, such as state-specific tax forms, by using a To Do
or Review Document
step. Include instructions and links to external sites. The Review Document
step provides a clearer completion action than the To Do
step.
Example: An Action
step labeled Complete Your Profile
could initiate the Change Personal Information
subprocess, assigned to the Employee As Self
.
Condition Rule Guidelines
:
Best Practices:
Build and test rules one at a time.
Use specific fields to make your rules precise.
Leverage the
Business Process Configuration Options
report to see available fields for your rules.
Use Cases:
Condition rules are essential for creating dynamic and relevant onboarding experiences. You can use them to include or skip steps based on worker data.
Skip benefits enrollment for part-time workers who are not benefits-eligible.
Include a state-specific policy review document only for workers in a particular state.
Trigger a different set of tasks for an internal transfer versus a new hire.
Example: To run the Complete Form I-9
step only for US-based hires, you could create a rule:
Rule Type:
Entry Condition.
Condition:
Country
for the worker's primary position is United States of America
.
For more information, see:
Concept: Action Step
Edit Business Processes

To Do: Step Order
: Can be placed anywhere in the flow. Often used for reminders or tasks that do not have a dedicated business process.
Group
: Performed by any security group. Common assignees are:
Employee as Self
.
Manager
.
Departmental coordinators (for example, IT Support
).
Specify
: You select a pre-configured To Do
from the list you maintain in the
Maintain To Dos
task.
Step Type Guidelines
:
Best Practices:
Use To Do
steps for non-system tasks or simple reminders. This keeps the business process clean and avoids creating complex subprocesses for simple actions.
Be aware that static content in To Do
steps cannot display dynamic, worker-specific information. (Optional) If you need to populate a document with dynamic data (such as name or start date), you could use a Review Document
step for this purpose.
Configure To Do
steps to provide external links to other Workday tasks or websites, for example, link to the Maintain My Personal Documents
task to enable uploads without requiring a sample document, or link to external websites for tasks such as state-specific tax forms.
Enforce completion by using a Review Document
step for mandatory actions, as users can submit To Do
steps without completing the intended action.
Configure step delays to control when the To Do
appears in the Inbox. Workday creates 2 entries in the business process history: 1 for the delay and 1 when the task routes to the recipient.
Example: A To Do
assigned to the new hire could be Watch the CEO's Welcome Video
, with a link to the video in the instructions.
Condition Rule Guidelines
:
Best Practices:
Keep the text of the To Do
clear and actionable.
Use notifications to remind the assignee if the due date is approaching.
Use Cases:
Assign a Request Laptop To Do
to the manager only for salaried employees.
Remind a new hire to Review the Company Holiday Calendar
if their hire date is near a public holiday.
Example:
A To Do
step labeled Manager: Prepare Welcome Packet
can be assigned to the Manager role.
For more information, see Concept: To Do Step.

Review Documents: This is an
Action
step.
Step Order
: Is typically placed after initial data collection but before the completion step.
Group
: Performed by almost always Employee As Self
.
Specify
: You can configure which documents to include and if they require an electronic signature. Example: Employee Handbook, Non-Disclosure Agreement.
Step Type Guidelines
:
Best Practices:
For critical compliance documents, make this a required step and use the electronic signature feature for tracking and auditing purposes.
Use this step for acknowledgement of documents, such as Employee Handbooks, Policy Manuals, Safety Procedures, and Company Mission and Values statements.
Consolidate multiple documents in a single step to streamline the experience.
Create separate steps for each document to report on acknowledgements separately.
Add instructional text to explain the document purpose.
Note that Workday stores completed documents on the Worker Profile.
Use the Review Documents
standard report to track status.
Example: A step labeled Acknowledge Company Policies
could contain the Code of Conduct, IT Acceptable Use Policy, and the Employee Handbook.
Condition Rule Guidelines
:
Best Practice: Group documents that have the same audience and signature requirements into a single step to streamline the user experience.
Use Cases:
Present a different employee handbook based on the worker's country or company.
Include a sales commission plan document only for employees in the Sales organization.
Example: A rule could check the worker's Job Family
. If the Job Family
is Sales, the step includes the Sales Incentive Plan
document for signature.
For more information, see:
Set Up Review Documents Steps
Steps: Set Up Reviewed Documents for Student

Service: Step Order
: The order is critical for these steps. For example, Create Workday Account
must happen before any tasks are routed to the new employee.
Group
: Performed by a system and does not have a person assigned to it in the traditional sense.
Specify
: You select the specific system service to be executed. Common services in Onboarding
:
Create Workday Account
Onboarding Plan Assignment
Step Type Guidelines
:
Best Practices:
These are background system processes. They are not tasks a user completes but are critical for the workflow's automation.
Use the Step Configuration Placeholder Service
to add configurations, such as step delays or custom notifications, to steps that do not support them natively.
Example: Placing the Create Workday Account
service early in the Hire
process allows a pre-hire to get their login credentials and start their onboarding tasks in Workday before their first day.
Condition Rule Guidelines
:
Best Practice: These steps are foundational. Ensure they are placed correctly in the sequence of the parent business process (for example, Hire
) to enable the Onboarding
process. The Create Workday Account
step must come before the Onboarding
step itself.
Use Case: You might use a condition rule to prevent a Workday account from being created too far in advance of the hire date.
Example: The Onboarding Plan Assignment
service step is added to the Hire
business process to automatically assign the correct onboarding plan to the new hire.
For more information, see Concept: Service Step.

Integration

In Workday, you can launch an integration from any business process that supports the Integration
step type. This is commonly used during onboarding to send data to third-party systems (like for Benefits
, Payroll
, or IT provisioning) or to initiate internal processes such as, E-Verify for Form I-9
.

Step Order

: Integrations can occur at multiple steps within the workflow. This step usually occurs after all approvals are complete, but before the process completes.

Group

: Performed by the system and requires you to assign a pre-configured Integration System User (ISU) that has the necessary security permissions to run the integration.

Specify

: Select the specific integration system to run. This could be a pre-built Workday connector, like one for a corporate card provider, or a custom-built integration using Workday Studio, Enterprise Interface Builder (EIB), or Core Connectors.

Step Type Guidelines

Best Practices:

Build First: Always create and configure the integration system before you try to add and configure the Integration step in the business process.

Use an ISU: Always use an Integration System User
to run the integration. This enhances security and makes auditing easier.

Separate and Deliver: An integration process is often separated into generating a file and delivering it. If an external system does not receive a file, use the Process Monitor
and Integration Events
reports to troubleshoot whether the file generation or the delivery step failed.

Use Cases:

Outbound Integration: The most common use case in Onboarding
is to trigger an outbound integration to send new hire data to an external system. Examples include sending worker data to Okta or Active Directory for IT account provisioning, transmitting new hire information to a third-party payroll or benefits provider, Submitting employee data to E-Verify
through the Complete Form I-9
business process.

Inbound Integration: While less common as a direct part of the Onboarding
business process, an integration could trigger a process that eventually loads data back into Workday (for example, receiving a new hire's permanent ID from a global HR system).

Condition Rule Guidelines

Best Practices: Test your rules regularly to ensure they are routing as expected, especially after making changes to the business process definition.

Avoid overly complex rules that are difficult to maintain. Sometimes creating a separate, rule-based definition of the business process is cleaner than building many complex rules within a single definition.

Be cautious with concurrent steps that are also conditional as they can sometimes cause the process to hang. It is often better to place critical integrations in their own sequential step.

Use Cases:

Skip Unnecessary Steps

: Create a rule to skip an approval step if a worker re-submits personal or contact information without making any actual changes.

Rule-Based Routing: Define different versions of the Onboarding
business process based on criteria like Company
, Supervisory Organization
, or Location
. For example, you can have a unique onboarding process for workers in Canada versus the United States, which includes different integration steps for country-specific vendors.

Individualized Content: Use condition rules to define Audiences for Onboarding Plans
, allowing you to send targeted content, tasks, and documents to different groups of new hires.

Example: Skip the Review Document
step for internal transfers who have already seen the company handbook.

Rule Logic

: Create a condition rule on the Review Document
step that evaluates to false
if the

Hire Source

for the worker is

Internal Transfer

. The step will then be skipped for this population but will trigger for all external hires.

For more information, see Create Integration (Step).

Notifications

System Notifications

System notifications are default alerts generated by Workday for business process events. You can view all system notifications on the

Notifications

tab of the business process. You can disable a specific notification, though it’s often better to manage notification preferences at the user level or use custom notifications for more targeted alerts. See Configure Business Process System Notifications.

Global notification settings are managed in the

Edit Tenant Setup - Notifications

task.

Custom Notifications

You can create custom notifications that can initiate on any step of the business process to alert users about events, required actions, or status changes. To create a notification, navigate to the respective step in your business process definition and from the related actions menu of that step, select

Business Process

Add Notification

. See Create Custom Notifications.

Guidelines and Best Practices: Consolidate When Possible: Instead of sending a separate notification for every single task a new hire needs to complete, consider consolidating them. For example, you could send a single Welcome
email that links to the new hire's Workday Onboarding
dashboard or their My Tasks
page, where they can see all their pending items. This helps to avoid overwhelming the new hire with too many emails.
Use Clear and Action-Oriented Language: The subject and body of your notifications should be clear, concise, and tell the recipient exactly what they need to do. Use dynamic fields to personalize the message with the new hire's name, start date, manager, and so on.
Leverage Dynamic Content: Use class report fields to pull relevant information into your notifications. This can include details like:
Hire Date.
Job Title.
Manager.
Work Location.
Links to the Onboarding Dashboard.
Consider the Audience: Tailor the content and tone of your notifications to the recipient. A notification to a new hire will have a different tone than a notification to an IT team member or a hiring manager.
Branding: Use the Maintain Email Templates
and Notification Designer
tasks to create branded email templates that align with your company's look and feel. You can override the default email template on any custom notification to use a specific branded template.
Triggering a Welcome Email:
To ensure the new hire has access to Workday, this notification should be triggered after the Create Workday Account
step in the Hire
business process.
You can use a step delay to send this notification a certain number of days after the hire is complete, or you can trigger it immediately upon entry into the Onboarding
process.
Notifying Internal Teams:
Create custom notifications to alert internal teams like IT
, Facilities
, and Payroll
that a new hire has been processed.
These notifications should be triggered at the appropriate point in the process. For example, an IT notification could be triggered upon completion of the Hire
business process.
Include relevant details in the notification, such as the new hire's name, start date, location, and any specific equipment or access requirements.
Managing Subprocess Notifications:
The Onboarding
process often involves subprocesses (for example, for benefits enrollment, I-9 verification). These subprocesses have their own notification configurations.
If you want to suppress notifications from a subprocess to avoid sending too many emails, you can disable the system notifications on the initiation step of that subprocess.
Be mindful that a subprocess might be used by other business processes. To avoid unintended consequences, you can add a condition rule to your custom notifications to initiate only if a standalone business process
.
Using Condition Rules:
Condition rules are powerful tools for controlling when a notification is sent. You can use them to:
Send a notification only if certain criteria are met, for example, if the new hire is in a specific location or job profile.
Send different notifications to different groups of people based on the data in the business process.
Ensure that a notification is only sent after a series of steps have all been completed.
Handling Optional Steps: Be aware that if you configure a notification on an optional step, the notification will be sent even if the step is skipped. Plan your notification strategy accordingly.

Examples: Goal: Send an exciting welcome message to a new hire as soon as the Onboarding
business process is initiated.
Setup: Create a custom notification on the Initiation step of the Onboarding
business process. The recipient is Employee as Self
, and the notification is routed to their personal email.
Goal: Send the new hire key information they need for their first day.
Setup: Create a notification triggered by a To Do
step scheduled for the day before their start date.

Issues and Solutions

Issue	Cause and Solution
Onboarding process does not trigger for new hires after the Hire is complete.	Cause: This can have several causes: Onboarding steps become unassigned if a Workday account has not already been created for a new hire. The Onboarding and Onboarding Setup steps are not correctly ordered or included in the parent Hire business process. Solution: Use the Create Business Process Definition (Default Definition) task to create a default definition for the Onboarding Setup business process. In the Hire BP definition, ensure the Onboarding Setup step comes immediately before the Onboarding step. Both of these steps must be placed after the Create Workday Account step.
New hires do not receive the onboarding notification.	Cause: The most common cause is an incorrect routing rule. For pre-hires, the notification must be routed to their personal email address. Solution: Navigate to Edit Tenant Setup - Notifications . Under the HCM section, ensure that notifications for the Onboarding Plan Notifications or the relevant custom notification are configured to route to External Email for the intended audience. Also, verify that the pre-hire has a personal email address populated in Workday.
New hires do not receive all their onboarding tasks in their Inbox at once.	Cause: The steps in the Onboarding business process definition are configured with different order numbers (for example, c, d, e), causing them to be delivered sequentially as each preceding step is completed. Solution: Review the Onboarding business process definition. If the goal is for all tasks to appear at once, ensure the relevant steps (for example, To Do , Review Documents , Change Personal Information ) are configured with the same Order letter (for example, c, c, c). This will make them parallel steps that appear in the Inbox simultaneously.
The Complete Form I-9 step gets stuck and does not proceed.	Cause: The Complete Form I-9 step is configured to run concurrently (that is, with the same order number) as other steps in the Onboarding business process. The E-Verify integration, which is part of this step, will often not fire until all other parallel steps are completed. Solution: Edit the Onboarding business process definition to place the Complete Form I-9 step in its own sequential step (with a unique order number). It should not have any other steps running in parallel with it for best results.
Notification is not being triggered when the business process step is completed.	Cause: The notification may not be correctly associated with the business process step, or there might be a condition on the notification that is not being met. Solution: Review the custom notification setup to ensure it is linked to the correct business process and step. Check the Condition tab on the notification to see if there are any rules preventing it from triggering. Also, check the Process Monitor for the worker to see if the business process is behaving as expected.
Links in the notification (for example, to the Onboarding Plan ) do not work for the new hire.	Cause: This is often a security issue. The new hire may not have been granted access to their Workday account yet, or the security for the target page is insufficient. Solution: Ensure the Create Workday Account step in the Hire or Onboarding business process runs before notifications with internal links are sent. Verify that the External Preboarding setup is configured correctly if you want pre-hires to access content before their start date.
Manager or other participants are not receiving their reminder notifications.	Cause: The recipient may be incorrectly defined, or the user may not have a work email address in Workday. Solution: Check the Recipient field on the custom notification to ensure the correct role (for example, Manager , HR Partner ) is selected. Verify in the worker's profile that the intended recipient has a valid work email address.
An approver or other participant (for example, Manager ) cannot see or take action on an onboarding step.	Cause: This is typically a security issue where the user's security role does not have permission for that specific step in the business process. Solution: Access the Business Process Security Policy for the Onboarding business process. Find the specific step (for example, Review Documents , To Do ) and ensure the appropriate security group (for example, Manager , HR Partner ) is listed with permission to take action on that step.
Onboarding event is still in progress and stuck.	Cause: There is no completion step, and some steps are delayed, preventing progression. Solution: Configure a completion step before the delayed step. Trigger the delayed step to move the process to the next step.
Hire is stuck in Ready to Hire event.	Cause: Changes made to the business process definition for the hire event during the Rule Based Business Process Configuration task caused a timing issue between Worker A and Worker B’s events. Solution: Manually advance Worker A to the next step. Alternatively, move Worker A back to Ready For Hire and reprocess.