Recruit to Hire

This article explains how the recruit to hire process works in Workday from creating a job requisition through hiring a candidate. You should use this guide if you are a Primary Recruiter, Hiring Manager, or Employment Executive involved in reviewing candidates and moving them through the full recruitment lifecycle.

Quick Reference Guide

Objective or Task

Understand and follow the end‑to‑end recruit to hire process in Workday for unfilled positions.

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Before You Begin

• You have access to Workday in a recruiting or hiring role.
• The position you are recruiting for is unfilled.
• You understand your role in the process as a Primary Recruiter, Hiring Manager, or Employment Executive.

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Instructions

Start the Recruitment Process

1. Create a Job Requisition to begin recruitment.
2. Allow the Employment Executive to post the position according to posting requirements.

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Review Candidates

1. Open the Recruiter Hub from the left‑hand navigation in Workday.
2. Select the Candidates icon to view job applications.
3. Review candidate applications in the Review stage.
4. Document hiring manager feedback and move candidates forward or decline them as appropriate.

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Screen Candidates

1. Conduct phone or initial screenings as needed.
2. Enter screening feedback using the questionnaire in Workday.
3. Move candidates forward or decline them based on screening results.

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Conduct Interviews

1. Schedule interviews for selected candidates.
2. Collect interview feedback and ratings from interviewers.
3. Review interview results and determine next steps.

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Complete Reference Checks

1. Request references from candidates if required.
2. Conduct reference checks outside of Workday.
3. Document reference check results in Workday.
4. Move candidates forward or decline based on results.

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Create an Employment Agreement

1. Enter offer details in the Employment Agreement stage.
2. Route the agreement for approval through Employment, Compensation, and Budget review.
3. Extend a verbal offer after approvals are complete.

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Send and Sign the Offer Letter

1. Generate the offer letter in Workday.
2. Review and submit the document for electronic signature.
3. Complete internal signatures using Adobe eSign.
4. Allow the candidate to review and sign the offer or decline it.
5. Renegotiate or regenerate the offer if needed.

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Complete Background Check and Exams

1. Collect candidate information required for background checks.
2. Submit costing information for the background check.
3. Allow the Employment Executive to initiate the background check.
4. Schedule and document physical exams if required.

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Move Candidate to Ready for Hire

1. Move the candidate to Ready for Hire once all conditions are met.
2. Trigger Hire, Add Job, or Change Job actions as appropriate.
3. Automatically disposition other applications for candidates who are hired.

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Disposition Other Candidates

1. Decline candidates who are not selected at any stage.
2. Select the appropriate decline reason in Workday.

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Manage Duplicate Candidates

1. Allow the Employment Executive to review and merge duplicate candidate records.
2. Disposition candidates who are found to be ineligible for hire or rehire.

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Outcome

The selected candidate is successfully hired through Workday, and all other candidates are properly reviewed and dispositioned according to University hiring requirements.