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Workday Recruiting helps an employer manage hiring from an approved job requisition through candidate review, interviews, and offer steps. The exact screens and tasks vary by employer: administrators configure the workflow, while recruiters and hiring managers can act only on tasks their security roles allow. Use your organization’s process if its steps differ from this typical flow.
How Workday Recruiting is organized
Recruiting work centers on job requisitions and candidate applications. A requisition represents a position or opening and can include its title, description, location, qualifications, opening count or target hire date, and compensation details. Workday describes the product as a way for hiring teams to find, engage, and select candidates for job openings. The employer determines which features and stages are enabled.
Two terms help clarify the candidate list:
- Prospect: A person tracked in Workday without an application to a specific job posting.
- Active candidate: A person with at least one job application.
Recruiters may manage work through the Recruiting Hub or a requisition’s candidate list. Available actions depend on assigned permissions.
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1. Create or open a requisition
Start with an approved requisition or create one if your role and process permit. Confirm that the posting details, location, qualifications, and hiring needs are accurate before publication. Recruiting teams can post to internal, external, or recruiting-agency career sites, depending on employer setup. Administrators can configure questionnaires and optional fields for requisition setup in Workday’s job requisition guidance.
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An evergreen requisition can support an ongoing pipeline for continuing, seasonal, or high-volume hiring. It is a configuration choice, not a requirement for every vacancy.
2. Review applications
Applicants normally enter the configured process at Review. From the Recruiting Hub or the requisition’s candidate list, inspect the application materials and decide whether to advance the person or decline the application. Follow your employer’s criteria and record decisions in the steps provided by your process.
3. Screen and assess candidates
The employer’s application business process determines which stages are available. A linear route moves candidates through an ordered sequence; a flexible route lets authorized users select from eligible next stages. Screening may cover job requirements and continued interest. Questionnaires and assessments can be attached to a requisition or included at relevant stages, but a particular employer may not use them.
4. Schedule interviews and collect feedback
Workday can support interview scheduling, tracking, and feedback collection. Calendar integration with Google Calendar or Microsoft Outlook 365 is an available option, not a guarantee that an employer has enabled it. If configured, external candidates may schedule or reschedule recruiting events through Candidate Home using valid calendars and the applicable event process. Some employers coordinate interview details outside Workday.
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5. Complete checks and manage an offer
Depending on the employer’s process, later steps may include references, background checks, employment agreements, and an offer. Workday setup guidance describes offer generation, electronic signatures, revisions, and possible candidate actions through Candidate Home. Once required tasks are complete, the selected candidate may move to Ready for Hire. The handoff after acceptance is determined by the employer’s configured business process.
Which tasks can you perform?
Workday’s recruiting configuration and security roles shape what each user can see and do. Administrators configure processes and permissions; recruiters and hiring managers complete tasks assigned to their roles. Candidates use candidate-facing tools such as Candidate Home or the employer’s career site, rather than administrator configuration screens.
- If a stage or action is missing, check whether it belongs to your role or is enabled in the employer’s workflow.
- If a candidate cannot self-schedule or take an offer action in Candidate Home, the relevant event or offer process may not be configured for that action.
- If your screens or sequence differ from this guide, follow your employer’s instructions or ask the Workday recruiting administrator for the correct process.
What hiring teams should confirm before using the workflow
For a consistent process, confirm the requisition details, the configured candidate stages, who can make each decision, and how interviews and feedback should be handled. If your organization is setting up or revising its workflow, assess whether it needs linear or flexible progression, evergreen requisitions, questionnaires or assessments, calendar integration, and candidate self-scheduling. Choose based on the employer’s hiring requirements and permissions rather than assuming every Workday tenant behaves the same way.
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