Workday Recruiting helps an employer manage hiring through job requisitions and candidate applications. A typical workflow is to create or open a requisition, post the role, review and screen applicants, arrange interviews, complete any configured checks, and manage an offer before the selected candidate moves toward Ready for Hire. The employer configures the stages and permissions, so the screens and tasks available to you depend on your organization, release, location, and security role.
Start with the requisition
Open an existing role or create one
A job requisition records the position or opening and its hiring requirements. Depending on the employer’s setup, it may include the posting title and description, location, qualifications, number of openings or target hire date, and compensation details. Recruiters may open an approved requisition or initiate one; creating and approving it may involve separate tasks and approvers.
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Administrators can configure requisition fields and questionnaires. If your organization permits it, a role can be posted to internal or external career sites, or to recruiting agency sites. An evergreen requisition may suit recurring, seasonal, or high-volume hiring when the employer wants to maintain a continuing candidate pipeline; it is not necessary for every vacancy. Workday’s requisition setup guide describes administrator configuration, so your employer’s instructions should take precedence for your own screens and approval process.
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Check that the role details, location, qualifications, and any configured screening questions reflect the approved opening. The fields and edit permissions available to you depend on your role. Follow your organization’s approval process before posting or changing a requisition.
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Review applicants and prospects
Work from the Recruiting Hub or requisition
Applicants are assigned to Review by default in the described workflow. Authorized recruiters and hiring-team users can inspect application materials and decide whether to advance or decline a candidate. Candidate review may be available from the Recruiting Hub or from the candidate list associated with a requisition; the exact route depends on configuration and access.
Workday distinguishes an active candidate, who has at least one job application, from a prospect, who is tracked without applying to a specific posting. That distinction matters when reviewing a requisition: a prospect is not necessarily an applicant in its candidate pool.
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Make consistent screening decisions
Use the criteria approved for the role and the employer’s process to record decisions. A configured questionnaire or assessment may help evaluate job-related requirements, but not every employer uses these tools or uses them at the same stage. Move candidates forward or decline them using the actions available to your security role.
Move candidates through configured stages
Understand linear and flexible routes
The job application process can be configured as a linear route or a flexible route. In a linear process, candidates follow an ordered sequence. In a flexible process, authorized users can select among eligible next stages. The employer decides which stages are included, so a candidate may not encounter every capability Workday supports.
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Common stages can include review, screening, interviews, checks, and offer steps. The names, order, required actions, and who can complete them vary by tenant. If a candidate cannot be moved to a stage or a task is missing, check whether the process allows that transition and whether your role has permission; ask your Workday administrator or recruiting operations team if it remains unclear.
Schedule interviews and record feedback
Workday can support interview scheduling and tracking, as well as collection of interviewer feedback. Calendar integration with Google Calendar or Microsoft Outlook 365 is an available option, not a guarantee that it is enabled in a particular employer’s tenant.
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When the employer configures the applicable event process and valid calendars, external candidates may be able to schedule or reschedule recruiting events through Candidate Home. Otherwise, the recruiting team may coordinate some or all interview details outside Workday. Follow the invitation and your employer’s guidance for confirming times and submitting feedback.
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Depending on the employer’s process and the role, later steps may include reference checks, background checks, employment agreements, and an offer. Workday setup can support offer generation, electronic signatures, revisions, and candidate actions through Candidate Home, but these are configuration-dependent capabilities.
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Complete the required tasks in the order shown for your process. Once required steps are complete, the candidate may move to Ready for Hire. That status is part of an employer-configured handoff; Workday does not establish one universal sequence after offer acceptance.
Quick Recap
Who can do what in Workday Recruiting?
- Recruiters: Typically manage requisitions and candidate activity assigned to them, subject to their security permissions.
- Hiring managers and interviewers: May review candidates, participate in interviews, or provide feedback when the employer’s process grants those tasks.
- Administrators: Configure business processes, fields, questionnaires, security, and other tenant settings. Administrator setup guidance is not a list of actions every recruiter or candidate can perform.
- Candidates: Use employer-facing career sites or Candidate Home for actions the employer enables, such as applying or responding to configured recruiting events and offers.
What to do when your screen or workflow differs
- Use the task or candidate list provided for your assigned role; another user may see different actions.
- Check whether the requisition is approved and open for the action you are trying to take.
- For a missing stage or unavailable action, confirm with recruiting operations whether the process permits it and whether your security role includes access.
- For interview scheduling or candidate self-service, ask whether calendars and the relevant event process are configured.
- For offer, check, or Ready for Hire questions, follow the employer’s configured steps rather than assuming a standard post-acceptance handoff.
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