Managing Candidate Status in Workday - For Paid Employee Searches

COLORADO SCHOOL OF MINES  
Human Resources | Talent Acquisition  

Managing Candidate Status in Workday  - For Paid Employee Hiring Roles (doestudent hiring or connected/contingent hiring)
For Hiring Managers & Search Committee Chairs  
Fall 2026 Pilot (If you are interested in participating in the pilot and testing phase, reach out to your assigned Talent Acquisition Partner) 
Last Updated: October 19, 2026  

Purpose  

This process is optional. Meet with your Talent Acquisition Partner (TAP) to determine how you will partner to manage your search.  

This guide provides Hiring Managers and Search Committee Chairs (search committee members will not have access) with instructions for reviewing applicants, advancing candidates, declining candidates, and initiating offers within Workday.  
 
Workday Hiring Stages  

The Workday Job Application Business Process includes seven stages that candidates move through from application to hire, withdrawal, or disposition.  

The seven stages are in the below Funnel:  

 
Below are the step-by-step instructions for managing candidates in your queue: 

Step 1: Access Your Job Requisition  

1. Log in to Workday 
2. Search for your Job Requisition Number or Job Title  
3. You may need to select “all categories”, followed by “recruiting” if the job requisition does not appear 
4. Select the appropriate requisition  
5. Click Candidates to view applicants 
 

Step 2: Review Candidate Materials  

1. Select the candidate name.  

2. Open the candidate profile.  
3. Review materials using the paperclip icon or Attachments.  
 

Step 3: Open Candidate Actions  

1. Navigate to the candidate summary page.  
2. Select Actions.  
3. It is important to review for Minimum Qualifications first. For those who do not meet minimum qualifications move them to Decline. 

Step 4: Moving Candidates Forward  

1. Select Move Candidate and choose the appropriate next stage.  
   The stages are: 

• Recruiter Phone Screen 
• Hiring Manager Review 
• Assessment 
• Schedule Interview 
• Reference Check (For AA faculty searches only at this time - Request TAPs move to this stage for you.) 
• Offer 

Important: Advance candidates only after they have successfully completed the requirements of the current stage. Work with your TAP to determine who will send candidate notifications.  

Step 5: Declining Candidates  
To remove a candidate from consideration: 

1. Select Decline. 
2. Choose the most appropriate disposition reason (Does Not Meet Posted Qualifications or More Qualified Candidate Selected)
3. Enter comments if needed. 
4. Submit the action.   
5. Work with your TAP to determine who will send candidate notifications. 

Step 6: Requesting an Offer 

When you find the right candidate, move them to the Offer stage to kick off the official hiring process. 

1. Navigate to the candidate’s application profile. 
2. Click Move Forward and select Offer. 
3. The Talent Acquisition Partner (TAP) will receive a Workday task to enter offer details. 
4. The TAP will contact the hiring team to confirm offer information before extending the offer. 
5. The offer will route through the approval process. 

Step 7: Offer: Managed by the TAP
1. Once the offer is accepted by the candidate the TAP will move the candidate to Background Check if needed and then to Ready for Hire for IT and MAPS to initiate the onboarding. This step must happen 2 business days prior to the start date. Contact the TAP if an offer needs to be restarted.  

Questions?  For assistance with candidate movement, disposition reasons, interview stages, or offer requests, contact your assigned Talent Acquisition Partner.