Here’s a Workday Recruitment Tutorial that will guide you through the key features and processes involved in managing the recruitment lifecycle using Workday. This tutorial and CloudWorks will help you understand how to configure, manage, and optimize recruitment activities such as job requisitions, candidate management, interviews, and offer letters. This is suitable for HR professionals, recruiters, and administrators.
1. Introduction to Workday Recruitment
Workday Recruitment is a cloud-based talent acquisition solution that allows organizations to manage the entire recruitment process, from creating job requisitions to hiring candidates. It integrates seamlessly with other Workday HCM modules like Core HR, Payroll, and Learning.
Key Features:
- Job requisition management
- Job posting and candidate application
- Candidate management and screening
- Interview scheduling and feedback
- Offer management and approval
- Integration with onboarding
2. Navigating Workday Recruitment
Before diving into recruitment tasks, it’s important to understand how to navigate the Workday interface for recruitment activities:
- Recruiting Dashboard: This is your starting point, where you can see job requisitions, open positions, and the overall recruitment pipeline.
- Worklets: Small, configurable widgets that display critical recruitment metrics like open positions, job applications, and upcoming interviews.
- Search and Filter: Use Workday’s search bar to quickly find job requisitions, candidates, and other related objects. Filters allow you to drill down by requisition status, location, department, etc.
3. Creating a Job Requisition
Creating a job requisition is the first step in the recruitment process. Here’s how to do it:
Step-by-Step Process:
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Go to the Recruiting Worklet or Dashboard:
- Navigate to the “Recruiting” worklet on your Workday dashboard.
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Create Job Requisition:
- Click on Create Job Requisition.
- Select the Job Profile for the open position (job title, responsibilities, and qualifications).
- Define the Location for the job (site, country, region).
- Choose the Hiring Manager and Recruiter (roles can be selected based on the security model).
- Specify the Number of Openings and the Reason for the Hire (new role, backfill, etc.).
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Define Position and Staffing Details:
- Set the Position Type (Full-time, Part-time, Temporary).
- Determine the Compensation package (salary, bonuses).
- Review and assign Supervisory Organization and other position details.
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Job Posting Settings:
- Set up Job Description and any Required Qualifications.
- Customize Job Posting Templates for external career sites.
- Choose Job Board/External Sites (LinkedIn, company career page, etc.).
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Approval Process:
- Set up approval workflows for the requisition (e.g., hiring manager approval, finance approval).
- Submit the requisition for approval.
4. Managing Job Requisitions
After creating a job requisition, you can manage and track it within Workday.
- View Requisition Status: In the Recruiting Dashboard, you can track the status of all open requisitions (Draft, Pending Approval, Open, Filled, Closed).
- Edit Requisition: If changes are needed (e.g., job title, hiring manager), you can edit the requisition by selecting it and clicking “Edit.”
- Requisition Lifecycle: Keep track of the entire lifecycle of the requisition, including posting, interview scheduling, and final offer approval.
5. Posting Jobs and Managing Applications
Workday allows you to post jobs to internal and external job boards and track the applications received.
Posting a Job:
- Post to Internal Workday Career Site:
- Once the job requisition is approved, you can post it to your company’s internal career site.
- Post to External Job Boards:
- Workday integrates with third-party job boards (LinkedIn, Indeed, Glassdoor, etc.) to post your jobs. Select which external sites you want to publish to.
- You can also automate posting across multiple sites.
- Manage Applications:
- Candidates can apply directly through the job board or Workday’s internal site.
- In the Recruiting Worklet, you can see Job Applicants (status: Applied, Interviewing, Offer, Hired).
- Filter and sort applicants based on various criteria like experience, skills, and location.
6. Candidate Management and Screening
Once candidates start applying, you need to manage them through the recruiting process.
Reviewing Applicants:
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View Candidate Profiles:
- Click on the Job Requisition to see the list of applicants.
- Select an applicant to view their profile, which includes resume, cover letter, application responses, and contact details.
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Screening Candidates:
- Use Workday’s Candidate Screening Tools to automatically rank applicants based on job qualifications.
- Review resumes, application questions, and screening results to identify the best candidates.
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Assign Screening Tasks:
- You can assign specific interviewers or recruiters to screen candidates.
- Enable Pre-Screening Questions during the application process to narrow down candidate selection.
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Track Progress:
- Update the candidate’s status (Interview Scheduled, Offer Extended, Rejected, Hired).
- Record notes from interviews, assessments, and feedback.
7. Interview Scheduling and Feedback
Once you’ve shortlisted candidates, scheduling interviews is the next step.
Scheduling an Interview:
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Create Interview Event:
- Go to the candidate’s profile, select Schedule Interview.
- Choose the Interview Type (Phone, Video, On-site).
- Select Interviewers and Interview Dates.
- Workday can automatically send calendar invites to the interviewers and candidates.
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Record Interview Feedback:
- After the interview, recruiters and hiring managers can log feedback directly in the candidate’s profile.
- Feedback can include ratings and comments for each interview section (technical skills, cultural fit, etc.).
8. Offer Management and Approval
Once a candidate is selected, you can extend an offer via Workday.
Creating and Extending an Offer:
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Create Offer Letter:
- Select the candidate and go to Create Offer.
- Workday will auto-fill offer details based on the job requisition (salary, bonus, benefits).
- Customize the Offer Letter Template if needed.
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Offer Approval:
- The offer is automatically sent for approval (e.g., finance or HR department).
- Once approved, it can be sent to the candidate for signature.
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Offer Acceptance:
- Once the candidate accepts the offer, their status is updated in Workday.
- An automatic notification is sent to the recruiting team and hiring manager.
9. Onboarding Integration
Once the candidate accepts the offer, you can initiate the onboarding process directly from Workday.
- Initiate Onboarding: Workday can automatically transfer candidate information to the Onboarding module to prepare for the first day of work.
- Document Management: Workday allows new hires to complete required forms (tax forms, direct deposit, I-9, etc.) digitally.
- Training and Orientation: Create tasks for orientation and training programs for the new hire to complete as part of the onboarding process.
10. Reporting and Analytics for Recruitment
Workday provides powerful reporting tools to track the efficiency of your recruitment process.
Creating Reports:
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Standard Recruitment Reports:
- Time-to-fill: Track how long it takes to fill a position from requisition to hire.
- Source of Hire: Identify where your best candidates are coming from (internal vs external sources).
- Offer Acceptance Rate: Track the percentage of offers accepted versus rejected.
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Custom Reports:
- Use Workday Report Writer to create custom recruitment reports for deeper insights into your talent acquisition process.
Conclusion
This tutorial covers the entire recruitment lifecycle within Workday, from creating job requisitions and posting jobs to candidate screening, interview scheduling, offer management, and onboarding. Mastering Workday Recruitment ensures that organizations can streamline their hiring process, making it more efficient and data-driven.
Workday Recruitment training from CloudWorks helps HR professionals and recruiters focus on the most important tasks by automating and simplifying the recruitment process, ensuring a smooth experience for both the recruiter and the candidate.
