Workday uses different stages to identify where in the pipeline, or hiring process, a candidate is. The Move Forward button allows you to move the candidate through the process.
Keeping information updated in Workday is critical for a seamless candidate experience. Candidates who do not meet the necessary criteria should be declined within a timely manner – between three and seven days of their application. All candidates who are declined will receive an automatic email notification that they are no longer being considered for this role.
Review
The candidate applied for the role and the manager decides to move them forward or decline them.
- Who Takes Action in this Stage: Hiring Manager
- What Happens Outside Workday: The Hiring Manager determines which candidates are ideal and may download materials, resumes, etc.
- Workday Sends Email to Candidate: Only upon declining candidate
Under Consideration
The candidate is of interest to the Hiring Manager and could potentially move forward in the interview process. Under Consideration is a great way to bookmark candidates. All candidates must go through this step before proceeding to other stages.
- Who Takes Action in this Stage: Hiring Manager
- What Happens Outside Workday: The Hiring Manager determines who will be screened and may compile and organize information in Google Drive, etc.
- Workday Sends Email to Candidate: No
Recruiter Phone Screen
The Hiring Manager would like their Talent Acquisition Specialist to contact the candidate and do an initial phone screen.
- Who Takes Action in this Stage: Human Resources
- What Happens Outside Workday: Talent Acquisition conducts a phone interview with the candidate and emails the Hiring Manager comprehensive notes.
- Workday Sends Email to Candidate: No
Manager Phone Screen
The Hiring Manager is screening the candidate and/or the Talent Acquisition Specialist finishes a phone screen and sends notes to the manager to review.
- Who Takes Action in this Stage: Hiring Manager
- What Happens Outside Workday: Hiring Manager contacts the candidate (preferably via email) to invite them to a phone interview.
- Workday Sends Email to Candidate: No
Interview, Interview II
The candidate moved beyond the screening process and is formally interviewing for the position. Interview II is an additional stage if you would like to differentiate the interviews.
- Who Takes Action in this Stage: Hiring Manager
- What Happens Outside Workday: The Hiring Manager conducts an interview process, which may include multiple conversations with the candidate.
- Workday Sends Email to Candidate: No
Reference Check
The hiring manager or proxy requests and checks the candidates' references. The references can be viewed under the References tab in the Questionnaire Results section of the Candidate Profile. If the Reference Check tab is not present, the candidate has not yet submitted their reference information.
- Who Takes Action in this Stage: Hiring Manager
- Workday Sends Email to Candidate: Yes - to log in and submit references via Workday upon entering the Reference Check stage.
- What Happens Outside Workday: The Hiring Manager or proxy will contact references and notify Talent Acquisition if they would like to make an offer to this candidate. Talent Acquisition will work with Compensation to determine an appropriate salary offer.
Offer
Human Resources prepares the offer. Once compensation is determined, a verbal offer is made by the Hiring Manager. Upon acceptance, Human Resources develops an offer letter within Workday. The letter is then sent to the Hiring Manager in Workday for review. Once reviewed, the Hiring Manager submits the offer letter for the candidate to sign electronically. Human Resources will contact the Hiring Manager when the offer is accepted.
- Who Takes Action in this Stage: Hiring Manager and Human Resources
- What Happens Outside Workday: Hiring Manager contacts the candidate with a verbal offer with guidance from Talent Acquisition and alerts Human Resources when the verbal offer is accepted.
- Workday Sends Email to Candidate: Yes - after the offer letter is submitted by the Hiring Manager, the candidate receives an email to log in and view the letter.
Background Check
Human Resources initiates the background check, which reviews criminal records and the sex offender registry and verifies previous work experience. Candidates must authorize this through our background check vendor. The process takes approximately two weeks.
- Who Takes Action in this Stage: Human Resources initiates the background check. The candidate must authorize the background check via email from the vendor.
- Workday Sends Email to Candidate: No - the candidate receives an email from the background check vendor itself, not Workday.
- What Happens Outside Workday: Background check vendor investigates the candidate’s history
If you have any questions about the Workday recruitment process, please contact your Talent Acquisition Specialist for assistance.