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Administrator Guide
Last Updated: 2023-06-23
Create Student Recruiting Events

Create Student Recruiting Events

  • The recruiting campaign is approved.
  • Create engagement items that you want to send as an event invitation, registration confirmation, or follow-up communication.
  • Security: In the Student Recruiting functional area, configure the
    • Student Recruiting Event Event
       business process and security policy.
    • Manage: Student Recruiting Event Communication Schedules
       domain.
Create an event for a student recruiting campaign. Identify the dates, event type, owner, campaign, and other details. You can configure the event to send engagement items, including:
  • Invitations.
  • Registration confirmations.
  • Post-event follow-up communications.
To copy an approved event instead, select
Student Recruiting Event
Copy
from the related actions menu. Workday copies everything except dates, times, and communications.
The
Student Recruiting Event Calendar
 (secured to the
Manage: Recruiting Event Calendar
 domain), provides another way to create events quickly without communications.
  1. Access the
    Create Student Recruiting Event
     task.
  2. As you complete the task, consider:
    Option Description
    Name
    The name must be unique for the start date and time.
    Start Date / End Date
    The event dates must be within the date range of the campaign.
    Time Zone
    The time zone for the event.
    Type
    Select a Workday-defined value.
    Private Event
    Select the check box to prevent the recruiting event from displaying externally or on an internal calendar.
    If you download events with a web service, you can identify events intended for external viewing.
    Campaign
    You can select from approved campaigns for your academic unit.
    The academic unit associated with the recruiting cycle for the campaign determines which engagement items you can use with the recruiting event. You can use items for the recruiting cycle academic unit or subordinate academic units.
  3. As you enter
    Location and Contact
     information, consider:
    Option Description
    Owner
    The prompt displays all active admissions counselors. You can also find recruiting events by owner.
    Hosted by
    The location hosting the event.
    Host Contact
    Lists representatives of the educational institution or external association selected in the
    Hosted by
     field.
    Attendance Limit
    The maximum number of people that can attend the event, including guests. (You can enter a prospect's guest count when you register prospects for the event.)
    Location
    If you want to select a campus while a campus assignment policy is in effect, you can select from campus locations that respect the policy. Otherwise, you can select any location with a usage of Campus.
    Admissions counselors can view the street of the educational institution (not mailing) address when reviewing the event through a mobile device.
    To open a worklet with attendance and cost information for previous events at the same location, click the
    View Related Information
     icon in the title bar.
  4. (Optional) As you enter
    Budgeting
     information, consider:
    Field
    Description
    Budget
    If you use Workday Expenses or Procurement, admissions counselors can select the event name as a worktag when they file expense reports. You can then compare budgeted and actual costs when you view the event.
    Currency
    The currency defaults from the user preferences.
  5. (Optional) On the
    Invite Criteria
     tab, select the conditions student prospects must meet to receive an invitation to the event.
    As you enter criteria, consider:
    Option Description
    Recruitment Academic Unit
    Select from the academic unit associated with the campaign of the recruiting cycle or subordinate academic units.
    Recruitment Academic Level
    The prompt includes levels of the selected academic unit configured to recruit students.
    Eligibility Rule
    Select rules to engage recipients with a certain criteria. Create rules using the
    Create Eligibility Rule
     task before using them to narrow down recipients.
  6. On the
    Communications
     tab, select from engagement items defined for the academic unit and subordinate academic units associated with the campaign. The category of the item determines its availability in engagement item prompts.
    Option Description
    Sent To Email - Priority
    If the recipient doesn't have the first email type, Workday sends emails to the next type on the recruiting event.
    To use the
    Institutional
     email type, the academic unit of the
    Campaign
     can't be:
    • Superior to an institution.
    • Subordinate to an academic unit that's not an institution.
    Invite Item
    The invitation to send to prospects between the
    Start Date
     and
    Stop Date.
    Workday sends the item to all prospects who meet the conditions on the
    Invite Criteria
     tab, unless they have an engagement preference of Opt Out.
    Registration Confirmation Details
    Workday sends this item to prospects who register for the event, regardless of whether they have an engagement preference of Opt Out.
    Post Event Followup Details
    Workday sends these followup items to a large number of prospects, including prospects marked as:
    • Invited
    • Registered
    • Attended
    • Non-Attended
    Example: To send a follow-up email 5 days after the event, enter:
    Send After:
     5
    Date Interval:
     Days
  7. On the
    Staff
     tab, select other admissions counselors, workers, or prospects participating in the event.
    Workday displays their primary, public phone number and email.
  8. If you need to enter the location, date, time, or time zone later, click
    Save for Later
    .
    Changing this information for an approved event requires rescheduling.
Workday:
  • Makes the event available through the
    Find Student Recruiting Events
     report and the
    Student Recruiting Event Calendar
     report.
  • Routes the event for approval according to your business process. Upon approval, it:
    • Notifies the event owner and staff that they've been assigned to the event, if you configured the
      Student Recruiting Event Event
       business process for approvals.
    • Sends invitations to student prospects according to your instructions and updates the History profile group on the prospect's profile.
    • Displays drillable counts for
      Invited
      ,
      Registered
      ,
      Expected Attendance
       (which includes registered prospects and guests),
      Attended
      , and
      Conversations
       related to the event.
    • Displays the drillable
      Total Costs
       field, which tracks expenses entered with the event worktag.
Enter these values on the
Invite Criteria
 tab to send invitations to prospects at the Inquirer stage who:
  • Live in the Southwest region
    AND
  • Have a student tag of Lacrosse - F or Lacrosse - M.
Field
Value
Student Prospect Stage
Inquirer
Student Tag
Lacrosse - F
Lacrosse - M
Recruiting Region
Southwest region
Set up a schedule or use the tenant-wide schedule for communicating the event. Select
Launch/Schedule Event Communications
 from the related action of a recruiting event.
  • If you select
    Run Now
    , Workday evaluates the recruiting event immediately. Workday re-evaluates it when the tenant schedule runs next.
  • If you select a
    Daily Recurrence
    , Workday evaluates the event based on the schedule you define.
Using an individual schedule excludes the recruiting event from the tenant-wide schedule. Defining an individual schedule also provides greater flexibility for targeted event communications that match the student audience.
Register prospects for the event.
Admissions counselors can view details for their events through a mobile device or the desktop application. They can see who's invited and check in prospects. An event calendar, which displays all recruiting events, is available for mobile and desktop use.