FAQ: Student Sites

Why doesn't an applicant have an external student site account?: Either:
A delay student external account creation policy is impacting their application.
An administrator created an application on behalf of the applicant, but the applicant hasn't set up their external student site account yet. When you provide an email address on the
Create Student Applicant
task, Workday emails a notification to the applicant with instructions to set up their external student site account.

For applications affected by a delay student external account creation policy, Workday automatically creates accounts when you publish admissions decisions. To create accounts before then, or to create accounts for applications created by administrators, select
External Site
Create Account
from the related actions menu of the student prospect profile.

The action only displays when:
The applicant's academic unit and level has a published external site.
The academic unit and level matches the ones for the applicant.
Can I use a web service to create external student site accounts?: When you use the Import Student Applications
web service, Workday automatically creates external student site accounts for applicants who don't already have one, based on the email addresses associated with the imported applications.
How do I create an external site account for a prospect who doesn't have an email address on their application?: Enter the email address on the Contact profile group of the prospect's profile and then select
External Site
Create Account
from the related actions menu of the student prospect profile.
How can a prospect access the external student site after changing their email address?: They should contact you to update the email address of their existing account. You can use the
Update External Account Profile
task (secured to the Manage: Candidate Account
domain in the Recruiting functional area) to update the email address of a prospect's account.
If they've already created a new account with their new email address, you can't use this task to merge the accounts because the new email can't be in use by another external student site account, even if the account belongs to the same prospect.
How soon after we create applications does Workday send account notifications to applicants with password reset instructions?: As soon as Workday creates the accounts. If the applications are affected by a delay student external account creation policy, Workday creates accounts when you publish admissions decisions. Otherwise, Workday creates accounts right after you create applications.
How many links and documents can I provide to satisfy action items through Applicant Home?: You can upload up to 5 links and up to 5 documents per action item.
What file types can prospects load through Applicant Home?: DOC, DOCX, HTML, PDF, TXT, PNG, JPEG, and JPG.

Concept: User Accounts for External Sites