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Administrator Guide
Last Updated: 2025-07-25
Steps: Set Up Student Sites

Steps: Set Up Student Sites

Set up your academic structure. See Steps: Set Up Academic Structure.
You can provide external Workday-hosted websites for prospects to register for your recruiting events and apply for admission. Each site can represent 1 or more admitting levels of an academic unit and the units subordinate to it. You can configure sites only for academic units at the institution level or below.
After you create an external site, you can create a registration form so that potential attendees can register for your recruiting events. You can also add applicant home pages where applicants can:
  • View application requirements.
  • Upload documents to satisfy requirements.
  • View admissions decisions.
  • Accept or decline offers of admission.
If using a third-party application for recruiting and admissions, you can still use Workday's external student sites as a place for admitted students to respond to their offers of admission, manage financial aid, and complete action items.
  1. If you use a third-party application for recruiting and admissions, see Configure Student External Site Accounts.
  2. (Optional) Access the
    Create Student External Site Brand
     task.
    Configure custom branding details, such as banners, logos, and color schemes.
    Security:
    Set Up: Student Sites
     domain in the Academic Foundation functional area.
  4. (Optional) Access the
    Create Student Recruiting Event Registration Form
     task.
    In the
    Event Registration Form
     section, configure the fields you want to display to potential attendees.
    Security:
    Manage: Advanced Recruiting Actions
     domain in the Student Recruiting functional area .
  5. (Optional) Access the
    Maintain Student Recruiting Event Registration Form Configuration
     task.
    Configure the
    Student Recruiting Registration Configuration Policy Event
     business process and security policy in the Student Recruiting functional area.
  8. Create email templates for account verification and password reset.
  9. Access the
    Edit Tenant Setup - Student
     task.
    In the
    Student External Account Name
     field, enter text to display in the subject header of external student email correspondence.
    Security:
    Set Up: Tenant Setup - Student
     domain in the System functional area.
  10. Enable applicants to complete application requirements by uploading documents through the applicant home.
  11. Access the
    Configure Financial Aid for External Student Site
     task.
    1. Enable students to complete financial aid action items and view financial aid packages on the external site.
    2. (Optional) Select the
      Exclude Indirect Costs from Cost of Attendance
       check box to exclude indirect costs (such as books or transportation) from the cost grid and total cost of attendance on the external site.
    Security:
    Set Up: External Site Financial Aid Configuration
     domain in the Academic Foundation functional area.
  12. (Optional) Configure rules for invalid external accounts.
  13. Access the
    Edit External Student Site
     task.
    Select the
    Publish
     check box when you're ready to make the site public. To review the site before publishing, use the Site URL link and sign in with your Workday credentials. When you create applicants after publishing the site, Workday sends a sign-in email.
    Security:
    Set Up: Student Sites
     domain in the Academic Foundation functional area.
  14. (Optional) Configure online admission applications so that students can apply directly from the external student site.
When student prospects apply on the external student site, or you use the
Import Student Applications
 web service, Workday:
  • Associates the applicant with the
    Student Prospect as Self
     and
    All Student Prospects
     security groups, granting them access to tasks and reports on student sites and applicant home pages.
  • Generates an external student site account for the applicant.
  • Sends the applicant an email with a link to the student site and password reset instructions.
  • Displays recruiting events to potential attendees and enables them to register for the events directly from the external student site.
For applications affected by a delay student external account creation policy, Workday waits until you publish admissions decisions for the application grouping before creating accounts.
You can use these reports to monitor successful, unidentified, and failed signons:
  • Student Signons and Attempted Signons
     to view all attempts by time range for students who signed in to the site.
  • Student Invalid User Signon Attempts
     to view all attempts by time range for students who failed to sign in to the site and reason for the failure.
Send a reminder email to attendees through an engagement plan.