HCM Core: Add or Manage Probation Period

This job aid explains how to add, update, and manage probation periods in Workday using clear step-by-step instructions. It defines the roles and responsibilities of HR and managers in maintaining accurate probation records. It also emphasizes the importance of tracking and reviewing probation periods to ensure proper employee evaluation.

Purpose

This job aid provides step-by-step instructions for adding, updating, or managing a probation period in Workday.  It outlines responsibilities for HR and Managers to ensure probation periods are accurately tracked and reviewed.

 

When to Use

Use this process when: 

• Establishing probation for a new hire 

• Updating probation dates due to leave or extension 

• Correcting probation records 

• Monitoring probation end dates 

 

Steps

1. Log in to Workday 

Access Workday using single sign-on 

2. Search for the Employee 

• Use the global search bar and open the Worker Profile 

• Select the employee from Search Results  

3. Initiate the Action 

• Click Actions  

• Hover over Job Change 

• Select Manage Probation Period from list that appears 

4. Enter Probation Details 

• Select Probation Type 

• Select Reason 

• Enter Start Date 

• Enter End Date 

• Add comments explaining the reason 

5. Review and Submit 

• Confirm effective date accuracy 

• Attach supporting documentation if required 

• Select Submit 

• A Success Message will appear 

6. Monitor Approval Workflow  

HR Partners may Track progress in Inbox or Business Process History.  

• Follow the steps above to Edit the Probation Period 

7. Probation is considered complete when: 

• End date is reached 

• Required review documentation is submitted 

• Status is updated in Workday 

• Any compensation or status changes are processed 

 

Notes & Tips

• Probation dates must align with appointment terms. 

• Extensions may require HR or leadership approval. 

• Ensure leave periods are considered when calculating end dates. 

• Use comments for audit transparency. 

• Do not use probation edits to change job classification. 

• Only users with appropriate HR security roles can update probation data.