Hiring and Onboarding FAQ (Managers
Hiring and Onboarding (Managers)
These questions came from the Hiring and Onboarding for Managers in Workday course. Page will be updated as new questions come in.
Requisitions & Hiring
Q: Can we still post different roles (like CMA and LPN) at the same time?
Yes. Work with your recruiter — often, this is best handled with an evergreen requisition. Recruiters can ensure the req sent in by the leader and the evergreen share common job profiles so recruiters can link these requisitions and easily move candidates between requisitions in Workday.
Q. I have a few positions I left vacant and unposted due to decreased volumes. I used to backfill them in SAP months later when needed. Will Workday recognize these vacancies?
A: Not automatically. For a position to appear in Workday at go-live, it must exist as a requisition in SAP before cutover (mid-September), whether posted or on hold. If it isn’t in SAP, it won’t transfer over. After go-live, you can still request a backfill in Workday — just be sure to note your reasoning in the requisition justification.
Q: Can I add additional hiring managers to a requisition?
Yes! Best practice is to align the requisition initiator and hiring manager with the actual reporting manager in Workday, while the Additional Hiring Managers is the designation for those other members of the team that support with screening and interviewing. Additional Hiring Managers will be granted access to view the requisition and candidates presented to hiring manager.
Q: Do notes added to the candidate profile (right-hand collaboration panel) trigger a notification/email?
No. Adding a job application note in the Collaboration Panel does not generate a notification to the recruiter or manager on the req. However, when you return to the candidate’s record, any new notes you haven’t viewed yet will be indicated by a blue pop-up icon on the Notes icon along the right-hand side of the screen. This shows there is something new to read. All users with access to the candidate profile can see notes added by themselves and others.
Q: Will compensation ranges be visible on the Careers site?
No. Compensation ranges will not be displayed to candidates on either the internal or external Careers sites. If a candidate asks about pay, direct them to the HR Service Center or answer their questions directly as the assigned recruiter.
Job & Position Changes (Managers)
Q: What if an employee changes status (e.g., from full-time to flex-time)?
Leaders can initiate a Job Change – Time Type/Hours Change as a manager self-service task directly in Workday. This change only updates the individual employee’s record; it does not automatically add or reduce positions “seats” on the team. If a leader needs to replace the lost FTE, they must submit a requisition and note that it is to restore FTE rather than add new budget. In short, job changes affect the person, while requisitions help leaders manage the positions and headcount on the team.
Q: How does position overlap work?
Workday allows two people to hold the same position temporarily (for training, leaves, or transitions). Leaders don’t need to set overlap dates but should coordinate with recruiters to confirm start/end timing. Both workers keep separate records, pay, and security access, while HR monitors the arrangement.
Q: What is a cost center manager and how can I learn more about what cost centers are aligned to my team?
It’s important to remember that with the move to Workday, Cost Centers are a defined as financial element. It is not the same as Supervisory Organization (sup org). Sup orgs drives the people management, such as span of control, headcount, performance, career pathing. Cost Center Managers are accountable for revenue and expenses. Cost Center Managers are designated by their Vice Presidents in consultation with Finance. For more information about cost centers, we encourage you to check out our information about Cost Centers.
Q: What about changing a worker’s cost center or location?
- Cost Center changes: No requisition needed — just initiate a “Change Organization Assignment.” It will route to HR.
- Location changes: Updating an employee’s physical location won’t impact their cost center.
Q: How is Job Management different from Position Management?
Position Management (PM): Think of this as having a set number of chairs at a table. Each member of the team at the table has a defined “seat.” When someone leaves or transfers to another supervisory org or “table,” the chair stays empty until you fill it again, so you can always see how many chairs exist. Leaders see open seats and position history.
- Job Management (JM): Roles don’t maintain a permanent seat. Once a worker occupying a role in a JM organization leaves, there is no empty seat left behind. This staffing model offers more headcount flexibility but prevents the ability to track position history. Some sample populations include interns, travel nurses, and nurse externs.
Q: What staffing model will be used for nurse externs?
Nurse externs will be managed under the Job Management (JM) staffing model. This means their “seats” disappear once they leave or transfer, and there will not be a permanent position history. This model is best for high-volume, temporary, or transient groups (externs, medical residents, travel nurses).
Q: Do I need to enter a termination before the employee’s last day? What happens if I set it for a future date and then the employee stops showing up—can I change the termination details?
Yes, enter the termination as soon as you know the last day (even if it’s in the future). Future dated terminations will still trigger the business process workflow right away, even though the effective date is in the future. If the date changes (for example, you future-date a termination but the employee stops showing up), these corrections will require HRIS support to update the effective date for you.
Q: Will Workday show historical job history for employees?
Workday will contain some historical job information, but not all. Employees who are active within one year of go-live will have their job history available in Workday. Active contingent workers at the time of go-live will have only limited information loaded, while former contingent workers will not be converted. Additional historical records that are not brought into Workday will remain accessible through the archive.
Q: Do international travelers count as a position or a job in Workday?
International travel nurses will be managed under the Job Management (JM) model. When they are onboarded, their records will appear in the supervisory organization they support, with a “C” next to their name to show they are a contingent worker. When a traveler leaves, their “seat” disappears and there is no permanent position history. If the business later decides to hire that traveler into a regular Carilion role, there must be an open position (seat) in the appropriate supervisory organization's Position Management org for conversion. At this point, the traveler would work with the recruiter to apply to the open req tied to that position.
Q: What is the process for submitting a career ladder promotion or demotion in Workday?
After go-live, if the change does not include a change in manager, you as the manager can initiate these staffing changes for workers in your supervisory organization directly in Workday using the Start Change Job process. This replaces the previous process where recruiters provided internal equity recommendations and submitted EIFs to HRIS for processing.
Your Job Change request will route automatically to HR Operations (Tier 2) and, when applicable, Compensation and leadership for review and approval. For these non-posted job changes, recruiters will not be involved in pay or internal equity discussions. Instead, you will work directly with HR Operations to finalize compensation details and complete the approval.
Important: Do not communicate any compensation changes to your employee until the Workday transaction is fully approved.
At-a-Glance Process
- Manager and Recruiter align on whether the move requires a job requisition.
- If no requisition is needed (career ladder/promotion/demotion within the same supervisory organization), the manager proceeds with initiating this business process in Workday.
- Manager initiates the Start Change Job in Workday, updates Job Profile/FTE/Location as needed, enters proposed base pay, and adds context in comments/attachments.
- The request routes to HR Operations (Tier 2) for review/approval, with Compensation engaged as needed.
- Once approved, the business process is complete and the manager communicates the promotion to the employee.
- Workday will algin job changes with the beginning of a pay period.
Q: Who do I contact for help with salary calculation questions:
If the staffing transaction involves a job requisition, consult with your Recruiter. Otherwise, contact HR Operations.
HiveVue Candidate Self-scheduling
Q: Do we receive a notification that the candidate has requested time or do we just watch our calendars?
When a candidate selects a time, an invitation is automatically sent to the listed interviewers, along with a confirmation email that includes the date, time, and access link if the interview is virtual.
Q: What if we try to put more than one manager on an interview?
Self-scheduling supports panel interviews and multiple interviews. Calendars can be synced in HireVue to display time slots when all interviewers are available.
Q: Is the option available with HireVue to forward the invites to other managers to attend the interview?
Yes, interview invitations can be forwarded to interviewers who weren’t originally included in the confirmation, allowing them to participate in the interviews.
Q: Does it HireVue synch your Out of Office/vacation message?
Out of Office messages are configured for incoming emails, not calendar notifications. If a manager sets their general availability in HireVue, they must also notify HR about the specific days they’ll be out of office. However, if the manager selects specific dates and times in HireVue, they can simply exclude the days they’ll be out of office.
Security, Notifications & Permissions
Q: Why can’t I see certain information in Workday?
That’s due to security permissions. If something seems missing, it may be (1) where you’re looking, or (2) how your access is set up. If needed, your VP can request adjustments through Employee Center after go-live.
Q: How do I manage all the new notifications?
Go to Profile > My Account > Change Preferences to adjust what you receive. We recommend leaving them on for the first few weeks while you get familiar. Outlook rules are also helpful for sorting. Some alerts are just informational, while others require action — don’t ignore those!
Q: Will Workday timeout after inactivity?
Yes. After 60 minutes of inactivity, Workday will timeout and you will need to login again. It is best practice to complete or save your work in Workday before navigating away.
Q: What is a “Co-manager” in Workday and how will that role function?
In Workday, a Co-manager is a special security role that has been assigned to Operations Managers in Nursing. This role allows them to perform many of the same actions as the supervisory organization’s hiring leader—for example, reviewing candidates, moving applicants through the recruiting process, and helping manage requisitions.
This setup is specific to Nursing and not something most departments will use. The goal is to give Nursing Operations Managers the right level of access to support hiring and recruitment activities without requiring the primary hiring leader to handle every step.
Other Helpful Notes
- Internal reference checks will remain outside of Workday.
- Candidate decline emails aren’t sent to leaders, but you can see all communication history in the candidate’s profile.
- Employee Center is your one stop shop for job aids, help articles and more. Carilion team members do not have to be on the network to access. Log into using your preferred browser and be ready with Carilion SSO (single sign on) credentials.
