Hire an Employee

This job aid explains how managers and HR partners complete hiring tasks in the Workday Hiring application within the Human Capital Management (HCM) system. Understanding these tasks helps ensure hiring actions are completed accurately and efficiently, even when access is through Workday search rather than the Recruiting application.

Purpose

This job aid explains how managers and HR partners complete hiring tasks in the Workday Hiring application within the Human Capital Management (HCM) system. Understanding these tasks helps ensure hiring actions are completed accurately and efficiently, even when access is through Workday search rather than the Recruiting application.

 

When to Use

Use this job aid when you:

• Need to complete hiring tasks in the Workday Hiring application
• Do not have access to the standalone Workday Recruiting application
• Are using the Workday Search box to locate and perform hiring tasks
• Want to understand how hiring tasks differ from recruiting tasks
• Are learning or refreshing your understanding of hiring-related processes

 

Steps

 

Add the Hiring App 
You may need to add the Hiring app to the Global Navigation Menu before proceeding.

From the Workday Home page:  

Step 1: In the top-left corner, select the Menu button. 

Step 2: Select Add. 

Step 3: Search for and select Hiring. 

Step 4: Select the Add icon to add the Hiring app. 

Step 5: Select Back to Menu. 

Create a New Position 
You may need to create a new position for your team due to increased headcount or expanded responsibilities. 

 

Step 1: Select the Hiring app. 

Step 2: In the Actions section, select Create Position. 

Step 3: Select the Supervisory Organization field, then Supervisory Organizations. 

Step 4: Choose the supervisory organization for this position. 

Step 5: Select OK. 

Step 6: Complete the required position information and hiring restrictions. 

Step 7: Select Submit. 

 

 

Create and Hire a Pre-Hire 
Pre-hires are applicants that you consider for open positions, which you have not hired yet. 

 

Step 1: Search for and select the Hire Employee task. 

Step 2: Select Create New Pre-Hire. 

Step 3: Select the Legal Name Information tab and complete the required fields with an asterisk. 

Step 4: Select the Contact Information tab and, in at least one field, enter contact information. 

Step 5: Select OK. 

Step 6: Choose the supervisory organization that you need to hire the pre-hire into. 

Step 7: Select OK. 

Step 8: Enter the job details. 

Step 9: Select Submit. 

Step 10: To check the Hire process status, select your My Tasks. 

Step 11: To view the status of every hiring process that you have initiated, select the Archive tab. 

Note: If you have already associated a position with a pre-hire, Workday will populate the position in the worker’s application history. You can also manually enter every position that you want to consider an applicant for. 

 

Locate an Existing Pre-Hire 

Step 1: Search for and select the Hire Employee task. 

Step 2: Enter the pre-hire’s personal details.

Step 3: Click Search. 

Step 4: Select the pre-hire.

 

Associate a Pre-Hire with an Open Position 

Step 1: Search for and select the Hire Employee task. 

Step 2: Enter the pre-hire’s personal details.

Step 3: Click Search. 

Step 4: Select the pre-hire.

 

Step 4: Select Start Hire.

 

 

View Pre-Hires for a Job 

Step 1: Select the Hiring app. 

Step 2: In the View section, select My Pre-Hires. 

Step 3: Workday displays a list of pre-hires you entered.