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Administrator Guide
Last Updated: 2023-06-23
FAQ: Manage Student Prospects

FAQ: Manage Student Prospects

How do I update a prospect's information?
  1. Use the
    Find Student Prospects
    report to access the prospect's profile.
    If the prospect's recruitment records are inactive, use global search to find the prospect's profile. Click the
    Student
     filter category if no results are returned.
  2. Click the
    Edit
     or
    Add
     button on the profile group for the type of information you want to update.
    Workday restricts the Personal Information and IDs reports users can see with the appropriate security.
What can cause a prospect's region assignment to change?
The prospect might have moved, had a new educational institution recorded, or someone manually changed their region. Changing the geographic criteria for a region can also change region assignments.
What can cause a change in the assignment of an admissions counselor to a prospect's recruitment?
Changes occur when there are:
  • Changes to a prospect's information.
  • Changes to the admissions counselor's prospect assignment criteria.
  • Assigning the prospect to another admissions counselor manually.
  • Inactivating the admissions counselor.
What happens if I inactivate a prospect's recruitment?
Workday:
  • Suspends the admissions counselor assignment. (It still displays on the prospect profile, but not on the admissions counselor's list.)
  • Suspends the region assignment. (It still displays on the prospect profile, but not on the list for the region.)
  • Excludes the prospect from the
    Find Student Recruitments
     report if the prospect has no active recruitment records.
  • Continues to credit a campaign’s yield if the prospect came through a recruiting event, search service, or marketing activity tied to the campaign.
Workday doesn't:
  • Send invitations to recruiting events.
  • Adjust the invited count for the prospects you invited to events.
  • Send engagement items as part of an engagement plan.
How do I inactivate recruitment records for prospects?
To inactivate 1 recruitment:
  1. Use the
    Find Student Recruitments
     report to access the prospect's profile.
  2. Select the Recruitment profile group.
  3. Click
    Edit
     for the recruitment.
  4. Clear the
    Active
     check box.
If you have access to the
Inactivate Student Recruitment
 task (secured to the
Mass Action Inactivate Recruitment Event
 business process and security policy), you can inactivate multiple recruitments at the same time:
  1. Use the
    Find Student Recruitments
     report to search for the recruitment records.
  2. Select the check box for the recruitments to inactivate.
  3. Click
    Inactivate Student Recruitment
    .
Can I inactivate recruitment records with active applications?
You must cancel or withdraw applications before you can inactivate recruitment records with active applications.
How do I advance a prospect's stage automatically after they submit their test score or transcript?
Access the
Maintain Student Prospect Stage Progression Rules
 task to configure rules for advancing prospect stages.
You can only automatically advance these prospect stages:
  • Lead
  • Inquirer
  • Pre-Applicant
How do I convert a prospect to an applicant?
To convert a prospect who has a stage of Lead, Inquirer, or Pre-Applicant to Applicant, add an application:
  1. Use the
    Find Student Prospects
     report to access the prospect's profile.
  2. Select
    Admissions
    Add Application
     from the prospect's related actions menu.
    Contact information and personal details, such as gender and ethnicity, override existing values for the prospect.
How do I see what a prospect's application looked like when they originally submitted it?
You can see what an application looked like when it originally entered Workday by selecting
Student Application
View Application Entry State
 from the related actions menu of any student application.