This document explains how Human Resource Partners (HRPs), Primary Recruiters, Recruiting Screeners, and Hiring Managers can navigate the Recruiting Hub, which is in Workday.

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Navigation

• Keep in Mind
• Accessing the Workday Recruiting Hub
• Recruiting Tab of the Workday Recruiting Hub
• Job Requisitions Tab of the Workday Recruiting Hub
• Candidates Tab of the Workday Recruiting Hub
• Shortcuts Tab of the Workday Recruiting Hub
• Personalize the Workday Recruiting Hub (Gear Icon)
• Applicant Lifecycle Stages and Steps

Keep in Mind

• The Recruiting Hub is a navigation toolbar located on the left side of the Workday Home Page and serves as a central location to access the most frequently used tasks and reports pertaining to job applicants and job requisitions.
• The Recruiting Hub is only available for Primary Recruiters, Recruiting Screeners, HR Partners, and Hiring Managers. The hub allows these roles to view and manage candidates without losing context by offering easy access to the most important outstanding action items when they log into Workday.
• There are five main tabs in the Recruiting Hub: Recruiting, Job Requisitions, Candidates, Shortcuts, and Personalize.

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1. Log into Workday using your CNetID and password.
2. The Recruiting Hub is the navigation toolbar located on the left side of the Home page and defaults as collapsed.
   1. To expand the Recruiting Hub, select the button with the right-facing arrow in the bottom-left corner of the screen.
3. There are five main tabs in the Recruiting Hub:
   1. Recruiting – Shows a snapshot of tasks broken down into each stage of the candidate lifecycle.
   2. Job Requisitions – Displays a comprehensive list of all open Job Requisitions, including their Hiring Manager, and a breakdown of how many applicants are in each stage per requisition.
   3. Candidates – Contains an exhaustive list of candidates who have applied to all open Job Requisitions you manage.
   4. Shortcuts – Shows links to resources and reports that may be helpful to manage the recruitment process.
   5. Personalize – This option, represented by a gear icon, can be used to configure shortcuts, including reordering and adding/removing them.

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1. The Recruiting tab of the Workday Recruiting Hub shows a snapshot of recruitment-related tasks that require action from you, broken down into each stage of the candidate lifecycle.
2. The top of the tab displays announcements such as job posting location updates and a welcome video.
3. Immediately below the announcements and on the right-side is an +Add Card button. Select this button to add additional cards to the Workday Recruiting tab. Use the Hamburger Menu (icon with three dots and three dashes) to select from the available list and then choose Add.
   1. Cards that default in the Recruiting tab are: My Inbox Tasks, My Candidates, HR Phone Screen Tasks, Interview Tasks, Reference Check Tasks, Offer Tasks, and Ready for Hire Tasks.
   2. Additional cards that can be added using the +Add Card button include Assessment Tasks, Background Check Tasks, New Internal Candidates, and New Referred Candidates.
   3. Note: A maximum of 10 cards can be added so not every card can be displayed altogether at once.
4. To customize your view, in the top-right corner of each card you can Move or Remove the card by selecting the More icon, which is represented by three dots. When moving a card, the card highlights and the mouse changes to a hand. The card can then be moved to the desired location. Review below for detailed information about each card.
   1. My Inbox Tasks Card: This card displays all your inbox tasks that require action broken down by the seven applicant lifecycle stages: New Applicants, HR Phone Screen, Assessment, Interview, Reference Check, Offer, and Ready for Hire. See the Applicant Lifecycle Stages and Steps section of this document for more information.
      1. The total number of inbox tasks is displayed in the middle of the chart on the left-side of the card.
         1. The chart is color-coded and corresponds with the color indicated below each applicant lifecycle stage. (I.e. The applicant lifecycle stage of New Applicant is represented by the color blue.)
      2. The number displayed above each applicant lifecycle stage represents how many actionable tasks are within that stage. The number is hyperlinked and can be selected to view a table of the required actions. Note: A maximum of 500 tasks can be viewed from this card. If any stage contains more than 500 tasks you must go to My Tasks to access them because the hyperlink will be greyed out on this card.
         1. On the new screen a table displays. Columns of the table include:
            1. Event column provides a description of the action required of you.
            2. Step column lists the specific step of the applicant lifecycle stage that the candidate is in.
            3. Received column indicates how many days ago the task routed to you.
            4. Awaiting Me column allows you to act directly from this screen by selecting the corresponding button.
   2. My Candidates Card: This card displays all candidates that have applied to job requisitions where you are assigned as either a Primary Recruiter, Recruiting Screener, HR Partner, or Hiring Manager. Information is also broken down by the seven applicant lifecycle stages.
      1. The total number of candidates is displayed in the middle of the chart on the left-side of the card.
         1. The chart is color-coded and corresponds with the color indicated below each applicant lifecycle stage.
      2. The number displayed above each applicant lifecycle stage represents how many candidates are within that stage. The number is hyperlinked and can be selected to view a table of the candidates.
         1. At the top of the Candidate Job Applications screen the Applied Filters section defaults as collapsed. To expand this section and view filters that are already applied, select the button with the right-facing arrow to the left of the section header. A list of existing Filter Criteria displays.
         2. The Update Prefilters button located below the Applied Filters section provides additional filter criteria that can be applied to the list of candidates displayed on the screen. Once all filters are added, select View Candidates at the bottom of the screen to save your changes. If you do not want to save your changes, select Cancel.
            1. Additional filter options include Job Requisition, Applied After, Applied Before, Resume Keyword, Primary Stage, Candidate Type, Current Job Title, Job Requisition Type, Location of Job Requisition, School, Skills, Current Company, and Applicant Sources.
            2. You can name and save filters by entering a Filter Name in the corresponding text field located in the grey box at the bottom of the screen and then choosing Save.
            3. Select the Clear Filters button below the list of filter options to clear out any applied filters.
      3. A timeline displays all seven applicant lifecycle stages below the Update Prefilters button. For each stage, if there are any candidates currently in that stage (based on the filters you've set), a number will be shown above the stage name indicating how many candidates are currently in it.
      4. Below the timeline of applicant lifecycle stages is the Candidate Grid displaying applicable candidates based on the filters applied. Action can be taken on candidates in two ways:
         1. Select the checkmark to the left of the candidate(s) name and based on your needs choose among the Move Forward, Decline, Send Message, and More buttons.
            1. The More button includes additional actions such as Share, Invite to Apply, and Undo Move.
         2. For the candidate you want to act on select the Button displayed under the Awaiting Me column.
            1. Based on the stage/step of the candidate, this Button will indicate different actions and lead you into different processes.
         3. To learn more about how to read, understand, and navigate the Candidate Grid, please see the Managing Applicant Tracking in Workday Knowledge Base Article.
   3. The HR Phone Screen Tasks Card, Interview Tasks Card, Reference Check Tasks Card, Offer Tasks Card, Ready for Hire Tasks Card, Assessment Tasks Card, and Background Check Tasks Card all display actionable tasks that correspond to the applicant lifecycle stage of the card.
      1. The total number of tasks is shown immediately below the name of the card.
      2. A list of required tasks is displayed in the middle of the card.
         1. A maximum of five tasks is displayed. If there are more than five tasks, select the View All Tasks button at the bottom of the card to see a table of all tasks associated with the card.
            1. The table includes the Event, Step, Received, and Awaiting Me columns.
   4. New Internal Candidates Card: This card displays any candidates that already work at UChicago and are considered an internal candidate.
      1. The total number of candidates is shown immediately below the name of the card.
      2. A list of candidates is displayed in the middle of the card.
         1. A maximum of five candidates is displayed. If there are more than five candidates, select the View All Candidates button at the bottom of the card to see a table of all internal candidates.
            1. The Candidate Grid displays internal candidates. Action can be taken on candidates in two ways:
               1. Select the checkmark to the left of the candidate(s) name and based on your needs choose among the Move Forward, Decline, Send Message, and More buttons.
                  1. The More button includes additional actions such as Share, Invite to Apply, and Undo Move.
               2. For the candidate you want to act on select the Button displayed under the Awaiting Me column.
                  1. Based on the stage/step of the candidate, this Button will indicate different actions and lead you into different processes.
               3. To learn more about how to read, understand, and navigate the Candidate Grid, please see the Managing Applicant Tracking in Workday Knowledge Base Article.
   5. New Referred Candidates Card: This card displays any newly referred candidates and follows the same format as the New Internal Candidates Card.

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1. The Job Requisition tab of the Workday Recruiting Hub displays a comprehensive list of all open Job Requisitions that you are assigned to as either a Primary Recruiter, Recruiting Screener, HR Partner, or Hiring Manager. This tab includes the Hiring Manager of the requisition, and a breakdown of how many applicants are in each stage per requisition.
2. Located in the top-right corner of the Job Requisition Workspace is the ability to search, as indicated by a magnifying glass icon. Select the magnifying glass to open job requisition filters with options including Status, Type, Hiring Manager, Primary Recruiter, Manager, HR Partner, and Recruiting Screener.
3. The left of the magnifying glass displays a list of any applied filters.
4. In the top-left corner of the Job Requisition Workspace there are three tabs: Show All, By Hiring Manager, and By Primary Location. All three tabs display the same list of job requisitions except that the By Hiring Manager tab categorizes requisitions by hiring manager and the By Primary Location tab categorizes requisitions by primary location.
   1. All three tabs include a Job Requisition column, a Status column, and seven columns representing each stage of the applicant lifecycle: New Applicant, HR Phone Screen, Interview, Assessment, Reference Check, Offer, and Ready for Hire.
      1. The By Hiring Manager tab includes a Location column.
      2. The Show All and By Primary Location tabs include a Hiring Manager column.
      3. All columns can be sorted and/or filtered directly from the column header. Hover over the column header to view and select the Filter icon as represented by a funnel. Applicable sorting and/or filtering options appear.
      4. All columns can be hidden directly from the column header by hovering over the column header and selecting the Hide icon as represented by an eye with a strikethrough. To unhide a column, select the Unhide icon as represented by an eye.
   2. On all three tabs the Job Requisition column is hyperlinked. Select this link to see a summary screen of the Job Requisition. The summary screen includes the Candidates tab and Details tab of the requisitions Candidate Grid. To return to the Job Requisition Workspace, select the arrow pointing to the left located in the top-left corner of the screen.
      1. At the top of the summary screen is an option to Open detailed view. Select this to open the full job requisition page and not just a summary. This opens as a new tab.
         1. To learn more about how to read, understand, and navigate a Job Requisition, please see the Managing Applicant Tracking in Workday Knowledge Base Article.
   3. For the seven columns representing each stage of the applicant lifecycle, if any candidate(s) is in that stage then a hyperlinked number will display in the column. Select this link to see a summary screen of the Job Requisition. The summary screen includes the Candidates tab and the Details tab of the Candidate Grid. The Candidates tab is filtered to only show candidates in the chosen applicant lifecycle stage. To return to the Job Requisition Workspace select the arrow pointing to the left located in the top-left corner of the screen.
      1. At the top of the summary screen is an option to Open detailed view. Select this to open the full job requisition page and not just a summary. This opens as a new tab.

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1. The Candidates tab of the Workday Recruiting Hub contains a list of candidates who have applied to the Job Requisitions that you are assigned to as either a Primary Recruiter, Recruiting Screener, HR Partner, or Hiring Manager. This tab mimics the Candidates tab of a singe job requisition, only it contains every candidate from every job requisition you manage under a single candidate grid.
   1. IMPORTANT: If an individual job requisition has more than 500 active candidates, then you will be unable to view them from the job requisition page. Instead, you must use the Candidates tab of the Workday Recruiting Hub to view the candidates.
2. At the top of the Candidate Job Applications screen the Applied Filters section defaults as collapsed. To expand this section and view filters that are already applied, select the button with the right-facing arrow to the left of the section header. A list of existing Filter Criteria displays. If more than five filters are applied, select the +More (#) hyperlink below the list of filters.
3. The Update Prefilters button located below the Applied Filters section provides additional filter criteria that can be applied to the list of candidates displayed on the screen. Once all filters are added, select View Candidates at the bottom of the screen to save your changes. If you do not want to save your changes, select Cancel.
   1. Additional filter options include Job Requisition, Applied After, Applied Before, Resume Keyword, Primary Stage, Candidate Type, Current Job Title, Job Requisition Type, Location of Job Requisition, School, Skills, Current Company, and Applicant Sources.
   2. You can name and save filters by entering a Filter Name in the corresponding text field located in the grey box at the bottom of the screen and then selecting Save.
   3. Select the Clear Filters button below the list of filter options to clear out any applied filters.
4. A timeline displays all seven applicant lifecycle stages below the Update Prefilters button. For each stage, if there are any candidates currently in that stage (based on the filters you've set), a number will be shown above the stage name indicating how many candidates are currently in it.
5. Below the timeline of applicant lifecycle stages is the Candidate Grid displaying applicable candidates based on the filters applied. Action can be taken on candidates in two ways:
   1. Select the checkmark to the left of the candidate(s) name and based on your needs choose among the Move Forward, Decline, Send Message, and More buttons.
      1. The More button includes additional actions such as Share, Invite to Apply, and Undo Move.
   2. For the candidate you want to act on select the Button displayed under the Awaiting Me column.
      1. Based on the stage/step of the candidate, this Button will indicate different actions and lead you into different processes.
   3. To learn more about how to read, understand, and navigate the Candidate Grid, please see the Managing Applicant Tracking in Workday Knowledge Base Article.

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1. The Shortcuts tab of the Workday Recruiting Hub shows links to resources and reports that may be helpful to manage the recruitment process.
2. The Shortcuts tab exists within the navigation pane of the Recruiting Hub, itself.
3. Default Shortcuts display based on the Workday security role you hold (such as Primary Recruiting or Hiring Manager). Options include:
   1.  HR Connect: Talent Acquisition Tab
      1. Opens to the Talent Acquisition tab in HR Connect where numerous resources are available for categories such as Strategic Sourcing, Interviewing, Successful Selection, Compliance, and more!
   2. Knowledge Base Articles: Workday Recruiting
      1. Opens directly to the Career and Recruiting category of the Library of Workday Knowledge Base Articles.
   3. Job Posting Template – Union, Temporary, and Season Roles
      1. Opens a PDF copy of the Job Posting Template – Non Job Architecture and Non Benefits-Eligible Job Architecture Staff.
   4. Job Posting Template – Non-Union, Benefits-Eligible Staff
      1. Opens a PDF copy of the Job Posting Template – Benefits-Eligible Job Architecture Staff.
   5. Create Job Requisition
      1. Initiates the Create Job Requisition business process.
   6. RPT: Completed and In Progress Job Requisition Requests
      1. This report provides the details and status of In Progress or Successfully Completed job requisitions processes with effective dates starting 11/04/2024 and forward.
      2. Report filters include Transaction Status, Initiated Date On or After, and Initiated Date On or Before.
   7. RPT - Job Descriptions
      1. Use this report as a reference to develop job descriptions.  This is a guide to view how past requisitions were created.  Be mindful to adhere to current job description template guidance, as updates may have been made. 
      2. Report filter includes Job Profile only.
      3. This report includes job requisitions that are in an Open or Filled status for staff, union and temp employee types from 6/28/2021 and forward.
   8. RPT Non-Union Staff Job Catalog
      1. This report opens the job catalog in Workday for non-union staff.
      2. Report filters include Job Profile, Career Track, and Job Families and Groups on Job Profile.
         1. Filter criteria can be left blank to view a full list of job profiles within the job catalog.
   9. Candidate Background Check Status
      1. This report provides details of background check statuses for one or more candidates.
      2. Report filters include Background Check Status, Job Requisition, and Candidate Name.
   10. Candidate Disposition Codes
       1. Opens a PDF copy of Disposition Codes and Definitions broken down by Category.

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1. The Personalize option, as represented by a gear icon, can be used to configure shortcuts, including reordering and adding/removing them. Within the left-side navigation pane, this option is located to the right of the Shortcuts tab.
2. On the Configure Shortcuts screen a maximum of ten shortcuts can be configured.
3. Select the +Add hyperlink at the top of the screen to add a new Shortcut.
   1. A Shortcut can be an External Link or a Task/Report. Use the Hamburger Menu (icon with three dots and three dashes) to add the desired Shortcut.  
   2. Note, the system allows you to continue to add beyond ten Shortcuts but presents an error when OK is selected. Pay attention to how many Shortcuts you’re adding to avoid the error.
4. A list of current Shortcuts displays below the +Add hyperlink.
   1. To re-order Shortcuts, use the up and down arrows on the left-side of each Shortcut to move it to the desired location.
   2. On the right side of the Shortcut is a More Actions option as indicated by three vertical lines.
      1. Use this option to Add 1 (Row) Above, Add 1 (Row) Below, Remove, Move (shortcut) to top, and Move (shortcut) to bottom.
5. Once all changes are made, select OK to save your changes. If you do not want to save your changes, select Cancel to return to the default Shortcuts.
   1. Remember, if you’ve added more than ten Shortcuts an error will display.  Remove Shortcuts until you reach the maximum of ten.

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1. Applicant tracking within Workday is a dynamic process, meaning there is not one static route to move through. Processes vary based on the decisions made with each candidate.
2. There are seven stages of the applicant lifecycle in Workday. Some stages include multiple steps, as outlined below. Note, most of the stages/steps below are completed by the Primary Recruiter. Exceptions are noted below.
   1. New Applicant
      1. Steps: Review Applicant and Under Consideration (both Optional)
   2. HR Phone Screen (Optional)
   3. Interview
      1. Steps: Check for Duplicates, Create Interview Team, Schedule Interview, and Rate Interview
         1. Recruitment and Retention Specialists complete the Check for Duplicates step. This step is only required when the candidate’s information matches information to another candidate’s record.
         2. The Interview Team completes the Rate Interview step.
   4. Assessments (Optional)
   5. Reference Check
      1. Step: Complete To Do
   6. Offer
      1. Steps: Initiate Offer, Complete Offer Details, Generate Offer Letter, Review Documents, Launch Offer, Respond to Offer, Set Offer Status, and Initiate Background Check
         1. Human Resource Partners complete the Complete Offer Details, Review Documents, Launch Offer, and Set Offer Status.
         2. The Candidate completes the Respond to Offer step.
         3. Recruitment and Retention Specialists complete the Initiate Background Check step.
   7. Ready for Hire
      1. Steps: Disposition Candidates and Hire/Change Job
         1. Human Resource Partners complete the Hire or Change Job step.
3. Applicants do not need to go through each stage/step of the process; they can be dispositioned at any time. Some of these stages are optional, and candidates can proceed through the process without completing them.

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