Purpose
This job aid explains how recruiters review, evaluate, and manage job applications in Workday and how they invite and guide candidates through the application process. Understanding these tasks helps ensure that applications are reviewed consistently, that required information is validated, and that candidates are advanced efficiently through the recruiting workflow.
When to use
Use this job aid when you:
- Need to review and assess submitted job applications in Workday
- Are validating that the required application information is complete and accurate
- Need to invite or prompt candidates to apply for a position
- Want to move candidates forward or take action within the recruiting process
- Are learning or refreshing your understanding of recruiter application-related tasks
Steps
Invite a Candidate to Apply
You can invite a candidate to apply to a position in Workday; however, they must first exist as a prospect. Create prospects to track individuals who do not match a specific job posting. They can be internal or external to your organization.
Step 1: Select the Recruiting application.
Step 2: In the Actions section, select Find Candidates.
Step 3: Using the search facets, in the Candidate Types section, filter by Prospect.
Step 4: From the search results, select a prospect's Related Actions, and select Candidate Actions > Invite to Apply.
Step 5: Search for and select the active posting you want the candidate to apply to.
Step 6: In the Contact Method field, select how you would like the candidate to receive communications (via email, mobile push notifications, or both). You can also select a message template. Selecting a template auto-populates the Subject and Body fields.
Step 7: For push notifications, enter a subject, body, and message.
Step 8: Review the invitation and select OK.
Note: To view and confirm the email you sent, select the invited candidate's Related Actions icon, and then select Candidate Actions > Candidate Communication.
Validate Candidate Application
The recruiter can review the candidate's application and act on one or more candidates at once. This includes declining their job applications or moving them to a different job requisition.
From the Recruiting application:
Step 1: Under View, select the My Recruiting Jobs report.
Step 2: From the Job Requisition Status prompt, select the applicable job status. You can also select the hiring manager if desired. Select OK.
Step 3: In the Job Requisition column, select the job to which the candidate applied.
Step 4: Select the Candidates tab and confirm the person displays as a candidate.
Step 5: Select the candidate's name.
Step 6: Navigate through the tabs to review the candidate's application. If applicable, review the answers and scores to the questionnaire questions.
Step 7: To move forward with this candidate, select the checkbox next to their name and select Move Forward. Then select the stage you would like to move the candidate to (e.g., Recruiter Phone Screen, Assessment, or Interview).
Step 8: If the candidate is not a good fit, select the checkbox next to their name and select Decline. From the Disposition Reason pull-down list, select a reason.
Review Job Applications
From the Recruiting application:
Step 1: Under View, select Job Requisition.
Step 2: From the Job Requisition prompt, select the job requisition you want to review.
Step 3: Select OK.
Step 4: Select the Candidates tab.
Step 5: From the Candidates tab, you can review candidate statuses, application dates, job experience, and next steps. You can also take mass actions on candidates (e.g., Move Forward, Decline, or Send Message).
Dashboard
The recruiting dashboard displays common reports and analytics for recruiters and hiring managers.
There are many reports available. Some examples of worklets found on the Recruiting dashboard include:
- Candidate Pipeline Summary: Displays Candidate Pipeline, Candidate Pipeline Summary, and Candidate Pipeline - Detailed. This report shows candidate counts by requisition and candidate stages.
- Internal Sourced Candidates: Lists job requisitions by the number of active candidates that are internal, referrals, or other.
- Candidate Time Per Stage: Displays open job requisitions and excludes previously frozen or multi-opening job requisitions. This report lists the average number of days a candidate spent in each stage (e.g., screen, assessment, interview).
- Source Effectiveness: View candidates by source types, including employee referrals, LinkedIn, and external career sites. Select the number associated with the source, then view by additional criteria, including Recruiter and Job Requisition. In this report, you can include frozen job requisitions and filled or closed job requisitions.
- Source to Pipeline: Lists the number of candidates sorted by status and recruiting source. Select the links to focus on specific candidate details.
- My Recruiting Jobs: Define the view of your job requisitions by Status and Hiring Manager. Select a job requisition to view more details about its candidates.
Run Analytic Reports
Recruiters can run reports in Workday for high-level metrics at a glance on job requisitions and candidates. Select links within these reports to drill down for further details. To create a complete list of Workday-delivered recruiting reports, search for and select the Workday Standard Reports report. In the Report Categories field, select Recruiting.
Report examples:
- Active Candidates by Stage: Displays candidates by job application stage. Use this report along with the Offer Letter report to identify candidates in the Background Check, Offer, or Ready to Hire stage.
- Find Candidates/My Candidates: The Find Candidates report lists all candidates in addition to all employees and contingent workers with worker profile information. The My Candidates report lists those you have added as prospects and those who have applied to requisitions where you are the recruiter or hiring manager. You can filter and search for candidates by criteria such as skills and years of experience.
