Candidate Tracking - Talent Acquisition/Recruiters

For members of Talent Acquisition and Recruiters looking to manage candidates through the recruitment process for a job requisition or learn how to initiate an offer, this document will guide you through the following tasks and processes:

Reviewing Candidates - How to review candidates that have applied to a job requisition you are assigned to.

Initiating Offer - How to initiate an offer for a candidate that has applied to a job opening in Workday.

Generating Offer Letter - How to generate an offer letter for a candidate that has received the necessary approvals for being offered a role.

Reviewing Candidates

1. From your Workday Homepage, click the arrow in the bottom left-hand corner to expand the collapsible pane. Then, select Job Requisitions.

   

2. You will be directed to the Job Requisition Workspace, where you can select a job requisition that you are assigned to manage.

   

3. From here, you can view your candidates for the job requisition.
   1. You can filter by Active and Inactive candidates.
   2. You can filter based on the stage of the job requisition or view the number of candidates in each stage.
   3. You can view all candidates in the table.

      

4. Click on a candidate’s Name in the table or the Review button to review their Workday Profile.

   

5. You will be directed to the candidate’s Workday Profile, where you can view their Work History Experience, Education, Resume / Cover Letter, Languages, Websites and more.

   

6. When you are finished reviewing the candidate’s application, click Move Forward, then Review Completed. If you wish to Decline the candidate, select Decline, then the applicable reason.

   

7. You will receive a confirmation notification. If you have moved the candidate forward, click Review or select the task in your Workday My Tasks Inbox to make a Review Decision.

   

8. You will return to the candidate’s Profile. Click Move Forward, then Recruiter Phone Screen to move the candidate to the next stage.

   

9. After completing the Recruiter Phone Screen, please select the task in your Workday My Tasks Inbox titled Recruiter Phone Screen followed by the candidate's name. Then, choose the option to Move Forward and proceed with the Hiring Manager Submission for the hiring manager to screen the candidate. Alternatively, you can also select the option to Decline the candidate.

   

Initiating Offer

1. When a candidate has completed the interview stages and you are ready to make an offer, please select the task in your Workday My Tasks Inbox titled Schedule Interviews or Schedule More Interviews with the candidate's name. Then, click on Move Forward and proceed to Create Offer.

   

   

2. You will receive a confirmation notification. Select Open to create the offer details or click the task in your Workday My Tasks Inbox.

   

3. A form will appear. Use the Edit icon () to made changes and the Checkmark icon to save your changes. Then, click Next.
   1. On the Start tab: identify the Hire Date, Hire Reason, and verify other details.
   2. On the Compensation tab: Confirm the Salary or Hourly wage, Bonus, and/or Stock / Commission plans if applicable.
   3. On the One-Time Payment tab: Confirm if a one-time payment exists, the amount, and its effective date.
   4. On the Summary tab: Review the details entered, then click Submit.

      

      

4. You will receive a confirmation notification. Click Complete Questionnaire on the notification or click this task in your Workday My Tasks Inbox.

   

5. Choose the appropriate number of vacation hours for this offer. Then, click Submit.

   

6. You will receive a confirmation notification. Click Complete Questionnaire or select the task in your Workday My Tasks Inbox.

   

   Complete the questionnaire. Indicate if the candidate will receive a relocation package and if the candidate is requesting visa assistance. Then, click Submit.

   

7. The task will then be routed to the Hiring Manager for their approval.

   

Generating Offer Letter

1. Once the offer has received the necessary approvals, you will receive a task in your Workday My Tasks Inbox titled Generate Standard Offer Letter to send an offer letter to the candidate. Select the task, then click Review.

   

2. When you access the offer template, you will see a standard Medline offer template. You may include or modify the text in this template as desired. Click Preview to view and save the document as a PDF. Once you are satisfied, click Submit to finalize the process.

   Please note: Sections colored in green indicate that they have been automatically populated based on the offer details and cannot be altered. Additionally, sections with a lock next to them cannot be removed.

   

3. The offer letter will be sent to the candidate for their review.

   

4. Once submitted, you may receive a task in your Workday My Tasks Inbox titled Review Offer Letter. In certain high-volume roles, the recruiter may be able to accept the offer letter on behalf of the candidate. To accept the offer, simply click on the task and select the Document link to save the offer. After that, click I Agree to review and accept the terms of the offer letter. Finally, click Submit to complete the process.