Workday-HCM: Candidate Management

Owned by Tammy Voigt
Last updated: May 15, 2024
7 min read

 

 

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Overview:

This document explains how Managers, Primary Recruiters, and Recruiters can manage candidates.

Workday allows Managers, Primary Recruiters, and Recruiters to create and manage prospects and candidates to track people for job openings. To decrease recruiter workload, it enables employees to find and merge duplicate candidates, create a prospect, and add a candidate as a prospect. Reports like My Candidate Report and My Recruiting Jobs can assist a Manager, Primary Recruiter, and Recruiters quickly access candidates and where they are in the recruitment process.

There are two types of candidates in Workday:

  • Active candidates that have at least one job application.

  • Prospects candidates are contacts to track but don’t match any specific job postings.

 

Recommendations:

The recommended browser for accessing Workday is Google Chrome. However, Mozilla Firefox and Apple Safari may also be used.

 

Icons referred to in this document

 

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Prompt

Related Actions

Required Field

Add

Checkbox

Add To Prospects

Note:

  • If you are unaware if a worker has an additional job, view the Getting Started in Workday job aid to

learn how to find a worker’s additional job.

  1. Enter Find Candidates in the Search bar and select the Find Candidates report.

  2. The Find Candidate report displays.

  3. Enter the Candidate’s Name in the Search bar in the report and select Search.

Note: Use the faceted filters in the left navigation pane to search by Type, Distance, Candidate Types, Worker Type, Source, Candidate Tags and more. This may allow you to view multiple candidates meeting the filtered search criteria.

  1. Select the Checkbox next to the Candidate’s name(s) to compare multiple candidates’ side-by-side, add candidate(s) to a candidate pool, invite them to apply, or send them a message.

  1. Select the employee’s Related Actions by hovering over the employee’s name to add a candidate to Prospects.

  2. Hover over Candidate Actions under Actions and then select Add to Prospects.

Note: The candidate needs to apply for a job for these actions to appear.

  1. The Add to Prospect pop up displays.

  2. Select the Confirm Checkbox to add the employee to Prospects.

  1. Select OK.

  2. The candidate’s Prospect page displays.

Note: View the candidate's summary, overview, recruiting history, reminders, and attachments in the tabs within the blue pane on the left side of the page.

Create Prospect

  1. Enter Create Prospect in the Search bar and select the Create Prospect task.

  2. The Create Prospect page displays

  3. Select a Radio for following fields under Create New Prospect based on the desired results.

    1. Select the Prompt for Create New Prospect for new candidates.

    2. Select the Prompt for Create from Existing Workers Prompt to select a current worker for an example.

    3. Select Prompt for Create from Resume/CV to use a resume/CV file to create a prospect.

  4. In the new Prospect Details, the Country field defaults to United States of America.

Note: Select the Prompt to choose a different country if need be.

  1. Enter the prospect’s First Name and Last Name in the designated fields.

  2. Enter the prospect’s Email in the Email field.

  3. Under the New Prospect Details section, fill in the following fields:

    1. (Optional) Enter the prospect's Phone Number in the Phone number field.

Note: Confirm the correct Country Phone code for the prospect's phone number.

b. (Optional) Select the Prompt for ID Type to select the appropriate ID for the prospect.

c. Select OK.

d. Next, verify the Country and Legal Name for the prospect.

Note: If the prospect has a preferred name, select the checkbox for preferred name and add the preferred fist and last name in the fields that populate.

  1. Under Contact Information, fill in the following fields:

    1. Select the Prompt for Phone Device Type to select the appropriate phone device type for the prospect.

    2. Select the Prompt for Country Phone Code to select the appropriate country code for the prospect.

Note: The United States of America is defaulted in but can be updated based on the prospect’s

contact information.

c. (Optional) Enter the Phone Extension in the Phone Extension filed.

  1. Select Add to add a website for the prospect in the Websites table.

  2. Enter the URL Address for the website associated with prospect.

  3. Select the Experience tab to enter experience information in the Summary free-form field and Skills by Category (or add new).

Notes:

  • Use the drop-down list to search for post-High Schools and Trade Programs.

  • Add any Certifications, if applicable.

  1. Select Resume/Cover Letter tab to upload a Resume and/or Cover Letter.

  2. Select Other Documents to upload DOC, DOCX, HTML, PDF, or TXT types for the prospect.

  1. (Optional) Enter any information to summarize the candidate’s information in the Summary section.

  2. (Optional) Select the Prompt in the Skills field to add or create skills the candidate demonstrates.

  3. (Optional) Select Add to provide any information for Experience, Education, Certifications, and

Languages related to the candidate.

  1. Under Prospect Information, fill in the following fields.

    1. Select the Prompt for Source and choose the appropriate source for the prospect.

    2. (Optional) Select the Prompt for Experience Level and choose the appropriate experience level for the prospect.

    3. Select the Prompt for Status and choose the appropriate Status for the prospect.

Note: Status “New” will default.

d. Select the Prompt for Type to select the appropriate Type for the prospect.

Note: Potential Candidate will default.

  1. Select OK.

  2. The candidate’s Prospect page displays.

Note: View the candidate's summary, overview, recruiting history, reminders, and attachments in the tabs within the blue column, left of the page.

My Candidates Report

  1. Enter My Candidates in the Search bar and select the My Candidates report.

  2. The My Candidates report displays.

  1. Enter a candidate name in the My Candidates Search bar and select Search to view results.

Note: Use the faceted filters in the left navigation pane to search by Type, Distance, Candidate Types, Worker Type, Source, Candidate Tags and more. This may allow you to view multiple candidates meeting the filtered search criteria.

  1. Select Filter to narrow your results.

  2. Select Saved Searches to save a particular search for comparing candidates, adding candidates to a pool, inviting candidates to apply, or sending candidates messages.

My Recruiting Jobs Report

Note: This allows you to view the Candidates that are in your Job Requisition(s).

  1. Enter My Recruiting Jobs in the Search bar and select the My Recruiting Jobs report.

  2. The My Recruiting Job pop up displays.

  3. Select the Prompt for Job Requisition Status.

Notes:

  • Frozen and Open are defaulted in.

  • Select the x to remove any statuses listed.

  • Add in as many statuses as needed.

  1. (Optional) Enter in the Hiring Manager or use the Prompt to search.

  1. The My Recruiting Jobs filtered report displays.

Merge Duplicate Candidates

Note: During the recruit to hire process, the recruiter receives to-do tasks to find and merge potential duplicate records for candidates.

 

  1. Enter Find Duplicates for Candidate and select the Find Duplicates for Candidate report.

Note: This same process may be used for Confidential Candidate Merging.

  1. The Find Duplicates for Candidate page displays.

  2. From the Candidate Profile, review the Duplicates section to find any potential duplicate records for a given candidate.

Note: There is a custom report called Duplicate Role Assignment that will allow the user to view potential duplicates for more than one individual candidate at a time. This custom report does not allow the user to act directly but can be used for auditing.

  1. Search by Candidate name to pull all associated records.

  2. Select an action on the Merge/Link column.

    1. Merge: Merges the Candidate to the selected record.

    2. Link: Links the Candidate to the selected record. Linking will not change any data on either

record. It’s for informational purposes only.

  1. Select Remove prevents that record from displaying as a duplicate for the candidate on future searches.

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