Find, Interview, and Hire Candidates
Audience: Managers, Recruiting Coordinator, Hiring Committee, Recruiter
Purpose
This job aid provides recruiters and managers step-by-step instructions on how to use Workday for common recruiting tasks, such as inviting internal candidates to apply to job requisitions, and the sub processes in recruiting.
Find Candidates
Use the Find Candidates report to retrieve a list of candidates, prospects, referrals, and employees that have professional profile data.
Search for and select the Find Candidates report.
To limit the number of results that Workday displays, select the Filter checkboxes on the left-side, as highlighted in the image below.
My Candidates
Use the My Candidates report to retrieve a list of prospects and active candidates that you want to consider for an open position.
From the Home page, expand the Recruiting toolbar.
Select the My Candidates shortcut.
To limit the number of results that Workday displays, select the Filter checkboxes on the left-side.
Invite to Apply
| Important: You need to assign an email address to a candidate or prospect before you can send an invitation to apply for an open position. |
Search for and select a candidate or a prospect.
Select Actions, then Candidate Actions and Invite to Apply.
Select the Job Posting field, then search for and select a job post.
Select the Contact Method field, then Email or Mobile Push Notification.
Select the Message Template field, and select the:
Candidate of interest option to invite a candidate to apply.
Invite to Apply option to invite a prospect to apply.
If you are sending an Email invitation, locate the Email section, then select the:
Subject field and enter an email message subject line.
Body field and enter the email message content.
If you are sending a mobile push notification, select the Message field and enter your text message content.
Select OK.
Workday displays a confirmation that the message sent successfully.
| Note: Rather than submitting a job application on behalf of a candidate or prospect, Workday recommends that you send an invitation to apply. |
Move Forward with or Decline to Screen a Candidate
During the hiring process, recruiters review a candidate’s job application and determine whether to advance the candidate to the next hiring process stage.
Sign in as the functional area manager.
Select the My Tasks icon.
Select a job candidate’s Manager Phone Screen Inbox task.
If you want to interview the candidate, select Move Forward and Interview, as shown in the image below. Workday then sends your recruiter an Interview notification.
If you want to decline the candidate, select Decline and a decline screen reason. Workday then sends your candidate a rejection notification.
Schedule Interview
Once you select Move Forward, the next hiring process step is for the recruiter to schedule the candidate’s interview.
Sign in as the staff recruiter.
Select the My Tasks icon.
Select the job candidate’s Interview task.
Select the Date field and enter a date.
Select the Time Zone field, then choose a time zone.
In the grid, select the Add Row icon to add additional interviewers, or the Remove Row icon to remove interviewers.
In each row select the:
Duration (in minutes) field and then enter the interview duration.
Interview Type field, then choose Phone, Video, or In-Person.
Competencies field and add each skill that you want an interviewer to evaluate.
Questionnaires field, then the Interview Feedback Questionnaire checkbox.
Select Next.
To schedule the interview time for each interviewer, select Schedule.
Select the Interviewers field, then one or more interviews.
Select the Start Time field and enter a date and time.
Select OK. Workday then sends each interviewer an Interview notification.
| Note: If you need to schedule separate times for each interviewer to conduct their interview, select each interviewer one-at-a-time and assign different dates and times. |
Use Mass Actions
Search for and select the My Recruiting Jobs report, as shown in the image below.
In the Job Requisition Status field, remove Frozen and keep Open as the status to filter for open positions.
Select OK. Workday filters the results and only displays open positions.
In the Job Requisition column, select a job requisition’s name to view the details about the job requisition.
Select the Candidates tab.
In the grid, select all the candidates that you want to mass move forward or mass decline.
Select the mass action that you need to complete. Options include Move Forward, Decline, or Send Message.
| Note: Use the filter options carefully. Once you apply a mass action, you cannot rescind it. If you do, you will need to manually select a Move Forward or Decline decision for each candidate. |
Hire a Candidate
Once a candidate completes the business process steps, Workday initiates the hiring process.
| Note: Your organization may have configured additional interview schedule business process steps to complete. |
Depending on your company’s business process workflow and your organizational role, Workday may send you a Hire Candidate Inbox notification.
Sign in as the staff recruiter.
Select the My Tasks icon.
Select the Hire task. Workday displays the candidate and position details.
Verify the job details.
Add any additional information.
Optionally, add any attachments.
Select Submit. Your organization may require additional approvals and processes.