Your executive team is pressuring you to “consolidate on a single platform.” Your Workday sales rep is painting a picture of seamless integration and reduced complexity. The demo looked polished, and the promise of a unified candidate-to-employee experience sounds compelling.
But before you commit your organization to Workday Recruiting, you need to move beyond the glossy presentations and dig into the operational reality.
The decision to switch ATS platforms—or stay with your current system—will impact every hire your organization makes for years to come. It will determine whether your recruiters can work efficiently, whether candidates have a smooth application experience, and whether your hiring managers can actually find and hire the talent they need.
The wrong choice doesn’t just cost money; it costs you good people who drop out of broken application processes and talented recruiters who get frustrated with clunky systems.
This comprehensive due diligence guide cuts through the marketing speak to give you the specific, technical questions that will reveal whether Workday Recruiting can actually deliver on its promises for your organization.
These aren’t theoretical questions—they’re based on real-world implementation challenges and operational pain points we’ve seen across hundreds of ATS implementations.
Use them to pressure-test every claim your Workday team makes and to uncover the gaps they’d prefer not to discuss.
Interface & User Experience
Navigation & Performance
- How many clicks does it take to complete core recruiting tasks: requisition approval, candidate advancement through stages, offer generation, and onboarding handoff?
- What percentage of recruiting functions are fully accessible via mobile?
- Can you provide screen recordings of a recruiter completing a full-cycle hire from requisition to offer acceptance?
Interface Customization
- What specific UI elements can be customized without custom development (button placement, field order, dashboard layouts, quick-action menus)?
- Can we create role-based UI configurations so recruiters, hiring managers, and coordinators see different streamlined views?
- Is there a customizable Mobile Experience available by role?
- What is the process and timeline for requesting UI modifications that require Workday configuration vs. custom development?
- Will any customization requests we make be completed by a Workday employee, or do we need to engage third parties for ongoing updates, improvements and maintenance?
Workflow Customization & Process Flexibility
Hiring Process Configuration
- Can we configure different hiring workflows by department, location, job family, or requisition type without creating entirely separate business processes?
- How granular can stage customization be? Can we set different required fields, notifications, and approval chains per stage?
- Can hiring stages be dynamically added or removed mid-process based on specific triggers (e.g., salary threshold, international hire, executive role)?
- What is the maximum number of approval steps supported in a single workflow, and what happens when we exceed it?
Candidate Movement & Stage Management
- Can candidates be moved backward in the hiring process (e.g., from “Offer” back to “Interview” if circumstances change)?
- How does the system handle candidates being considered for multiple requisitions simultaneously?
- Can we build conditional logic for stage progression (e.g., skip phone screen if referred by VP, require additional interview if assessment score below threshold)?
Requisition Management
- Can requisition templates be created with pre-populated fields, default workflows, and associated job posting templates?
- How flexible is requisition routing and approval configuration? Can we set up matrix approval based on multiple factors (cost center, level, location)?
- Can we clone or bulk-edit requisitions, and what fields are editable post-approval?
Data Entry & Form Management
Candidate Application Forms
- How many different application forms can we maintain simultaneously for different job types or candidate populations?
- Can application forms dynamically show/hide fields based on previous answers (conditional logic)?
- What is your data field validation capability? Can we enforce specific formats, character limits, or required combinations?
- Can candidates save partially completed applications and return later? How long is that data retained?
Resume Parsing & Data Population
- What is your resume parsing accuracy rate, and which file formats are supported?
- Can parsed data auto-populate into custom fields we create, or only standard Workday fields?
- How does the system handle parsing errors or misidentified information? Can recruiters easily correct without manual re-entry?
Duplicate Data & Pre-population
- If a candidate applies to multiple positions, which data carries forward automatically and which must be re-entered?
- For internal applicants, what employee data automatically populates into their candidate profile?
- Can we configure specific fields to remember candidate information across application sessions or years?
Feature Completeness & Functionality Gaps
Sourcing & Talent Pooling
- What native sourcing tools are included? Can we search LinkedIn, Indeed, or other job boards directly from Workday?
- How robust is your Boolean search within the candidate database? What operators and filters are supported?
- Can we create and maintain evergreen talent pools or talent communities for future pipeline building?
- What is your rediscovery functionality for past applicants—how does the system surface previous candidates for new requisitions?
Communication & Engagement
- Can we create email templates with merge fields, conditional content, and scheduling capabilities?
- What texting/SMS capabilities are native vs. requiring third-party integration?
- Can we set up automated email sequences or drip campaigns for candidate nurturing?
- How does the system track all candidate communications (emails, calls, texts, notes) in a unified timeline?
Scheduling & Interview Coordination
- Is calendar integration native for Outlook/Google Calendar, and does it support real-time availability checking?
- Can candidates self-schedule interviews based on interviewer availability windows?
- How does the system handle multi-interviewer panels, interview loops, and complex scheduling scenarios?
- Can we send automated reminders to candidates and interviewers, and track no-shows or reschedules?
Assessment & Evaluation
- What assessment integrations are pre-built vs. requiring custom development?
- Can we create custom scorecards and evaluation criteria per role or requisition?
- How are interviewer evaluations weighted or aggregated? Can we build composite scoring?
- Can we require evaluations be completed before candidates advance to the next stage?
Reporting & Analytics
- What standard recruiting reports are available out-of-box (time-to-fill, source effectiveness, pipeline velocity, diversity metrics)?
- How complex can custom reports become without requiring Workday consulting hours? Can we use calculated fields, multi-level grouping, and cross-object reporting?
- Can we build real-time dashboards for recruiters showing their open req load, pending tasks, and pipeline health?
- What is your data export capability—can we pull raw data for external analysis or BI tool integration?
Offer Management
- Can offer letters be auto-generated from templates with dynamic content based on role, location, and compensation data?
- How does compensation data flow between Workday Recruiting and Workday HCM or external HRIS systems?
- Can we configure multi-step offer approvals based on salary bands, equity grants, or sign-on bonuses?
- What e-signature integrations are available, and are they included in base pricing?
Integration Architecture
HRIS & Background Check Integrations
- Which HRIS systems have pre-built, maintained connectors vs. requiring custom integration work?
- For Workday HCM customers, what is the exact data flow and handoff process from offer acceptance to onboarding? What data maps automatically vs. requiring manual intervention?
- How do background check integrations work—which vendors are supported, and is the data exchange automated or manual?
- Can drug screening, reference checks, and other third-party vendor results automatically update candidate records?
Job Board & Sourcing Platform Integrations
- Which job boards receive automatic posting distribution, and which require manual posting or third-party aggregators?
- Do you have native integrations with LinkedIn Recruiter, Indeed, or other major sourcing platforms for candidate import?
- How does candidate source tracking work for candidates who apply through aggregators or redirect services?
Assessment, Video Interview & Other Tool Integrations
- What is your integration marketplace? How many pre-built connectors exist for popular recruiting tools (HireVue, Pymetrics, Codility, etc.)?
- For tools without pre-built integrations, what is your API documentation quality, and what development resources are required?
- Can assessment results, video interview scores, and other third-party data be displayed directly in the candidate profile or only accessed via external links?
API Capabilities
- What recruiting-specific API endpoints are available (candidate creation, requisition updates, application submissions, offer generation)?
- What are API rate limits, and how do they scale with organizational size?
- Can we build custom integrations using webhooks or real-time event triggers, or is everything polling-based?
- What is your API versioning and deprecation policy?
Candidate Experience Impact
Application Length & Completion Rates
- What is the average application completion time for your customers by job type (hourly, professional, executive)?
- Can you provide benchmarking data on application abandonment rates for Workday vs. industry averages?
- What specific features reduce application time (resume parsing, LinkedIn Apply, mobile optimization, progress saving)?
Application Accessibility
- Is your application process WCAG 2.1 AA compliant for candidates with disabilities?
- What accommodations are built-in for candidates using screen readers, keyboard-only navigation, or other assistive technologies?
- Can candidates easily request accommodations during the application process, and how is that tracked?
Login & Account Management
- Are candidates required to create accounts to apply, or can they apply as guests?
- If accounts are required, what is your password reset process and average resolution time for access issues?
- How long do candidate accounts remain active, and can candidates access their application history?
Status Updates & Transparency
- Can candidates see their real-time application status and position in the hiring process?
- What automated status update communications are sent to candidates (application received, under review, rejected, interview scheduled)?
- Can candidates withdraw applications or update their information post-submission?
AI, Automation & Compliance
AI-Powered Screening & Matching
- What AI/machine learning features are included in your recruiting module (resume screening, candidate matching, chatbots)?
- How are your AI models trained, and what measures prevent bias based on protected characteristics?
- Can we audit AI-driven decisions? What transparency exists into why candidates were scored or ranked a certain way?
- Have your AI features undergone third-party bias audits, and can you share those results?
Compliance & Legal Requirements
- How does Workday Recruiting support EEOC/OFCCP compliance, adverse impact analysis, and affirmative action planning?
- Can we configure the system to meet industry-specific compliance requirements (healthcare credentialing, financial services background checks, etc.)?
- What data retention and right-to-deletion capabilities exist for GDPR, CCPA, and other privacy regulations?
- How are candidate communications and hiring decisions documented for audit purposes?
Automated Workflows
- What recruiting tasks can be fully automated (candidate screening, interview scheduling, reference checks, offer generation)?
- Can we build conditional automation rules (e.g., auto-reject if missing required qualifications, auto-advance if assessment score exceeds threshold)?
- What is your workflow automation builder interface—is it no-code, low-code, or requiring technical development?
Implementation & Support
Implementation Timeline & Resources
- What is the typical implementation timeline from contract signing to recruiter go-live?
- How many configuration hours are included in base implementation, and what triggers additional consulting fees?
- What customer resources are required during implementation (HR, IT, recruiting operations), and what is the typical time commitment?
- Can you provide a detailed implementation project plan with milestones, decision points, and risk factors?
Training & Change Management
- What training is included for recruiters, hiring managers, and administrators (format, duration, ongoing access)?
- Do you provide role-based training paths, or is it one-size-fits-all?
- What ongoing training resources exist (knowledge base, video tutorials, user community, office hours)?
- What is your recommended change management approach, and do you provide templates or frameworks?
Customer Support Structure
- What support tiers are available, and what is included in each (response times, dedicated contacts, phone vs. ticket-only)?
- How are critical issues (system outages, data integrity problems, integration failures) escalated and resolved?
- What is your average first-response time and time-to-resolution for recruiting-specific issues by severity level?
- Can we speak with 3-5 current customers with similar organizational size and recruiting volume about their support experience?
Product Roadmap & Updates
- How frequently are recruiting features updated, and how much input do customers have on roadmap priorities?
- What major recruiting features are planned for the next 12-24 months?
- How are updates tested and rolled out—can we opt into beta programs or early access?
- When features are deprecated or changed, what is the notice period and migration support provided?
Pricing & Total Cost of Ownership
Licensing & Fee Structure
- How is Workday Recruiting licensed (per employee, per recruiter, per requisition, per hire)?
- What features or modules require additional licensing beyond base Workday Recruiting?
- Are integrations, API access, or advanced features (AI screening, texting, video interviewing) included or separately priced?
Hidden Costs & Ongoing Expenses
- What configuration changes require billable consulting hours vs. customer self-service?
- How much should we budget annually for system optimization, report building, and workflow updates?
- What are typical costs for major upgrades (adding modules, expanding to new countries, increasing user counts)?
- Are there transaction fees for high-volume activities (job postings, candidate imports, background checks)?
Comparison to Alternative Solutions
- Can you provide a TCO analysis comparing Workday Recruiting to maintaining our current ATS plus Workday HCM?
- For organizations that need best-of-breed recruiting tools, how does Workday compare to integrating specialized ATS platforms with Workday HCM?
Final Questions
- Can we conduct a working session where our recruiters attempt to complete real hiring tasks in a demo environment?
- Will you provide contact information for 5+ reference customers who have been live for at least 18 months, ideally with similar company size and recruiting complexity?
- What is your customer retention rate for Workday Recruiting specifically (separate from overall Workday HCM), and what are the top reasons for customer churn?
