It’s 8:47 AM on Monday morning. Sarah’s first day.
She arrives at reception, excited and nervous. The receptionist searches for her name in the visitor log. Nothing. After 15 minutes of phone calls, someone from IT appears with a laptop. Wrong laptop—it’s configured for the previous new hire from three weeks ago.
By 10:30 AM, Sarah still doesn’t have system access. Her manager is in back-to-back meetings until 2 PM. No one told Facilities to set up her desk. The team didn’t know she was starting today.
By lunch, Sarah’s questioning whether she made the right choice accepting this job.
This isn’t fiction. This happens every single week at companies that haven’t configured proper onboarding workflows in Workday.
Here’s what’s frustrating: Workday has all the tools you need to prevent this disaster. Workday Journeys, Onboarding Tasks, automated assignments via Business Process Framework, preboarding self-service—it’s all there. Most companies just don’t use it correctly.
This guide shows you how to configure Workday Onboarding that makes new hires feel like you actually planned for their arrival. We’ll build tasks, create journey templates using Workday Journeys, configure the Hire business process, and create an experience that starts before day one and extends through the first 90 days.
Understanding Workday Onboarding Terminology
Before we dive in, let’s clarify Workday’s onboarding terminology:
Workday Onboarding Plans vs. Workday Journeys
Workday Onboarding Plans:
Workday’s marketing name for the overall onboarding product/feature set. This is what you see on Workday.com product pages and sales materials.
Workday Journeys (Onboarding):
The technical framework used to build onboarding experiences in your tenant. This is what you actually configure.
In Practice:
When configuring, you’ll work with “Workday Journeys” and select “Journey Type: Onboarding.” When discussing with stakeholders or reading Workday marketing materials, you’ll see “Onboarding Plans.”
They refer to the same functionality.
Pre-Hire vs. Preboarding – What’s the Difference?
Pre-Hire (Workday Recruiting):
In Workday Recruiting, “Pre-Hire” is a candidate status for those who have accepted offers but haven’t started yet. This is the recruiting-side status.
Preboarding (Workday HCM):
The phase where new hires access Workday before their official hire date to complete tasks like I-9, benefits enrollment, and paperwork. This is the HCM-side functionality.
How They Connect:
If you use Workday Recruiting, the Pre-Hire status automatically transitions to an active worker in HCM on the hire date, enabling seamless preboarding access. If you use an external recruiting system, you’ll manually create worker records to enable preboarding.
Why Workday Onboarding Configuration Actually Matters
Let’s talk about what happens when onboarding works versus when it doesn’t.
When Onboarding Breaks
Week Before Start Date:
No communication. New hire wonders if the offer was real.
Day 1:
Scrambling to find laptop, create email, assign desk. New hire waits awkwardly.
Week 1:
No structured training. Manager too busy. New hire feels lost.
Day 30:
New hire still unclear on expectations, hasn’t met half the team, considering other offers.
Day 90:
New hire quits. You’re back to recruiting. Cycle repeats.
When Workday Journeys Works
Week Before Start Date:
New hire receives personalized welcome email with link to Workday tenant. Completes preboarding tasks via self-service portal: I-9, benefits enrollment, uploads documents from home.
Day 1:
Laptop ready, email active, desk set up. Manager greets new hire at 9 AM sharp. Team welcome lunch scheduled.
Week 1:
Structured Workday Journey guides new hire through orientation, training, system access. Daily check-ins with assigned buddy. Clear expectations set.
Day 30:
New hire has completed role-specific training, met all stakeholders, contributed to first project. Manager conducts formal 30-day review.
Day 90:
New hire fully productive, integrated into team, happy they joined. Retention risk: low.
The difference? Configuration in Workday HCM using Workday Journeys. Someone took the time to build onboarding workflows using Business Process Framework, Journey templates, and Task Management instead of relying on spreadsheets.
Understanding Workday Onboarding Architecture
Before configuring, understand how Workday Onboarding components work together.
Core Components
1. Onboarding Tasks
Individual action items assigned to workers, managers, or administrators (e.g., “Complete I-9”, “Provision Laptop”, “Assign Buddy”).
2. Workday Journeys (Onboarding Framework)
Collections of tasks organized into phases with timeline visibility and progress tracking. Journeys provide the structured experience framework that guides new hires through their onboarding process.
3. Business Process: Hire
The automated workflow that triggers when a new worker is hired. This is where you configure automatic journey assignment, notifications, and approvals.
4. Worker Sub-Process: Onboarding
A specialized sub-process within the Hire business process specifically for onboarding-related tasks and data collection.
5. Preboarding (Pre-Hire Access)
Functionality that allows workers to access Workday self-service before their official hire date to complete tasks.
6. Task Templates
Reusable task definitions that can be assigned across multiple journeys or business processes.
Phase-Based Onboarding Framework
Workday Journeys follows a three-phase journey structure:
Phase 1: Preboarding (Offer Acceptance → Day 0)
Workday Term: Preboarding Phase
What Happens:
New hire completes paperwork, enrolls in benefits, learns about company culture—all before their Hire Date (Original Hire Date field).
Workday Functionality:
- Worker Status: Pre-Hire (in Recruiting) or contingent status (in HCM)
- Preboarding Portal: Self-service access to Workday for completing assigned tasks
- Task Visibility: Only preboarding-enabled tasks appear
- SMS Messaging: Optional personalized SMS welcome messages
Phase 2: First Day/Week (Day 1 → Day 7)
Workday Term: Active Onboarding Phase
What Happens:
Orientation, team introductions, workspace setup, system access provisioning, initial training via Workday Learning.
Workday Functionality:
- Worker Status: Active (hire date has occurred)
- Journey Timeline: Visual progress tracker showing completed and pending tasks
- To-Do Notifications: Tasks appear in worker’s Workday Inbox
- Mobile Access: Tasks accessible via Workday mobile app
Phase 3: First 30/60/90 Days (Week 2 → Day 90)
Workday Term: Extended Onboarding / Role Proficiency Phase
What Happens:
Role-specific training, project assignments, relationship building, performance expectations, milestone check-ins.
Workday Functionality:
- Milestone Tasks: Tasks triggered on specific days (30, 60, 90)
- Performance Enablement Integration: Connect onboarding to goal setting
- Completion Tracking: Dashboard showing onboarding progress by cohort
Before You Configure: Design the Experience
Don’t open Workday yet. Seriously. Put down the mouse.
Before you touch any configuration, you need to design the experience. Grab a whiteboard (or Miro board) and map out what you want new hires to experience.
The Experience Design Workshop
Schedule a 2-hour session with these stakeholders:
- HR: Knows compliance requirements, benefits enrollment, paperwork
- IT: Knows system access, equipment provisioning
- Facilities: Knows desk setup, badge creation, parking
- Hiring Managers: Know role-specific training needs
- Recent New Hires: Know what actually helped them (or what was missing)
Questions to Answer
Preboarding Phase:
- What can new hires complete before their Hire Date? (I-9, benefits, tax forms, emergency contacts)
- What do they need to know about the company before arriving? (culture, mission, team structure)
- Who should reach out to them before day one? (manager, buddy, HR)
- Will you use SMS messaging for additional touchpoints?
First Day:
- What time should they arrive?
- Where should they go? (reception, specific building/floor)
- Who greets them? (buddy, manager, HR)
- What happens in the first hour? First day?
- What equipment do they receive?
- What Security Groups need assignments?
First Week:
- What orientation sessions are required? (company overview, benefits, policies, Workday Learning courses)
- Who do they need to meet? (manager, team, cross-functional partners)
- What should they accomplish by end of week one? (complete compliance training, set up workspace, understand role)
First 30/60/90 Days:
- What role-specific training is required? (delivered via Workday Learning)
- What projects should they start?
- When are check-in meetings scheduled? (using Workday Calendar)
- What are success metrics for each milestone?
Create Your Onboarding Journey Map
Draw a timeline from “Offer Acceptance” to “Day 90” with all tasks, owners, and dependencies:
OFFER ACCEPTANCE → Create Worker (Status: Pre-Hire or Contingent)
↓
[HR] Send welcome email + preboarding instructions (Email + optional SMS)
↓
[New Hire] Complete I-9, W-4, benefits enrollment (Week -1)
↓
[IT] Provision laptop, email, assign Security Groups (3 days before Hire Date)
↓
[Facilities] Assign desk, create badge (2 days before Hire Date)
↓
[Manager] Send welcome message, confirm day 1 logistics (1 day before)
↓
HIRE DATE (Original Hire Date): Status changes to Active
↓
[Buddy] Greet at reception, tour office, intro to team
↓
[HR] Orientation session (company overview, policies, benefits)
↓
[IT] Equipment setup, verify Security Group membership
↓
[Manager] Welcome meeting, role expectations, week 1 plan
↓
DAY 2-7: Integration
↓
[New Hire] Complete compliance training in Workday Learning
↓
[Manager] Daily check-ins
↓
[Buddy] Lunch meetings, answer questions
↓
[Team] Introduction meetings with key stakeholders
↓
DAY 30: First Milestone
↓
[Manager] 30-day review meeting
↓
[HR] Check-in survey (Workday Journeys feedback task)
↓
DAY 60: Role Proficiency
↓
[Manager] 60-day review, performance feedback
↓
DAY 90: Full Integration
↓
[Manager] 90-day review, transition to Performance Management
↓
[HR] Close Workday Journey, archive completed tasks
Once you have this mapped, NOW you’re ready to configure Workday.
Step 1: Enable Workday Journeys in Your Tenant
First, verify Workday Journeys (Onboarding) functionality is enabled.
Verify Feature Activation
- Search for Domain: System
- Run task Edit Tenant Setup – System
- Navigate to Features tab
- Locate Journeys feature
- Verify Enable Journeys: checkbox is selected
- Locate Onboarding feature
- Verify Enable Onboarding: checkbox is selected
- If disabled:
- Check the Enable Journeys and Enable Onboarding checkboxes
- Click OK
- Navigate to Activate Pending Security Policy Changes
- Review and activate changes
Note: Workday Journeys (Onboarding) is included in Workday HCM. If you don’t see this feature, contact your Workday Account Manager.
Step 2: Configure Onboarding Task Categories
Task categories organize tasks logically in the Workday Journeys view and reporting.
Create Task Categories
- Search for Create Onboarding Category
- Create these categories (customize based on your needs):
Category 1: Administrative Tasks
- Category ID: ADMIN_TASKS
- Category Name: Administrative & Compliance
- Description: Benefits enrollment, tax forms, policy acknowledgments, compliance requirements
Category 2: Equipment & Systems Access
- Category ID: EQUIP_ACCESS
- Category Name: Equipment & System Provisioning
- Description: Laptop assignment, email setup, assign to Security Groups, badge creation
Category 3: Orientation & Training
- Category ID: ORIENTATION
- Category Name: Orientation & Learning
- Description: Company overview, department orientation, Workday Learning courses, policy training
Category 4: Team Integration
- Category ID: TEAM_INTEGRATION
- Category Name: Team & Stakeholder Introductions
- Description: Manager meetings, team intros, buddy assignment, stakeholder connections
Category 5: Role-Specific Development
- Category ID: ROLE_TRAINING
- Category Name: Role-Specific Training & Projects
- Description: Job-specific training, initial project assignments, tool proficiency
Click OK to save each category.
Note on Task Categories:
Depending on your Workday version, task organization may use Onboarding Categories (as described here), Task Tags, or Journey Phase grouping. Check your tenant’s Workday release version for version-specific configuration paths.
Why Categories Matter:
They help new hires and admins see onboarding progress at a glance in the Workday Journeys view. “I’ve completed 5 of 6 Administrative Tasks. Still need to finish benefits enrollment.”
Step 3: Create Onboarding Task Templates
Task Templates are reusable task definitions that can be assigned to workers, managers, or administrators.
Note on Task Configuration:
Task configuration varies by Workday release. In some tenants, you’ll see:
- “Onboarding Task” (tasks specific to onboarding)
- “To Do” (general task framework integrated with Journeys)
- Tasks configured within Workday Journeys framework directly
Consult your Workday release notes for exact task configuration paths in your tenant version.
Navigate to Task Template Creation
- Search for Create Onboarding Task Template (or Create To Do if using To Do framework)
- Click to open the task
Task Template 1: Complete I-9 Form
Task Template Name: Complete I-9 Employment Verification
Task Category: Administrative & Compliance
Task Description:
Complete Section 1 of Form I-9 to verify your identity and employment authorization.
You'll need to provide original documents on your first day for Section 2 verification:
- Option 1: Passport (establishes both identity and employment authorization)
- Option 2: Driver's License + Social Security Card + Birth Certificate
- Option 3: See I-9 acceptable documents list for other combinations
Upload your Section 1 completion in Workday. HR will verify Section 2 on Day 1.
Task Owner Type: Worker (task assigned to the new hire)
Due Date Offset Configuration:
- Calculate From: Hire Date (Original Hire Date)
- Offset: -3 days (complete 3 days before hire date)
Allow in Preboarding: Yes (checkbox enabled)
Task Completion Method: Acknowledgment Required + Document Upload
Attachments:
- Upload I-9 form PDF
- Upload “I-9 Acceptable Documents” reference guide
Related Actions:
- Link to Submit Documentation task (where worker uploads completed form)
Notifications:
- Task Assigned: Email to worker when task appears
- Task Due Soon: Email reminder 1 day before due date
- Task Overdue: Email escalation to worker + HR
Click OK to save.
Task Template 2: Benefits Enrollment
Task Template Name: Enroll in Benefits (Health, Dental, Vision, 401k)
Task Category: Administrative & Compliance
Task Description:
Review your benefits options and make your elections. You have 30 days from your hire date to enroll.
Benefits Coverage Effective Date: First day of the month following your hire date
Questions?
- Email: benefits@company.com
- Schedule 1:1 benefits consultation: [Link to calendar]
- Watch Benefits Overview Video: [Link to Workday Learning course]
Task Owner Type: Worker
Due Date Offset:
- Calculate From: Hire Date
- Offset: +30 days
Allow in Preboarding: Yes
Task Completion Method: Complete Benefits Enrollment in Workday
Integration with Workday Benefits:
Task can be configured to auto-complete when worker submits benefits elections in Workday Benefits module. This requires specific configuration linking the task completion rule to the benefits enrollment event.
Note: Auto-completion from Workday Benefits may require custom configuration depending on your Workday version.
Attachments:
- Benefits Summary PDF
- Benefits Enrollment Video (link to Workday Learning course)
Conditional Display Logic:
- IF Worker Type = Employee AND Time Type = Full Time
- THEN Assign this task
- (Part-time and contractors may have different eligibility)
Click OK to save.
Task Template 3: IT Equipment Provisioning
Task Template Name: Provision Laptop and System Access
Task Category: Equipment & System Provisioning
Task Description:
Provision hardware and system access for new hire:
HARDWARE:
- MacBook Pro 14" (Engineering, Product, Design)
- MacBook Air 13" (Marketing, Sales, HR)
- Dell Latitude (Finance, Operations)
SOFTWARE & ACCESS:
- Create Workday email address
- Assign to Security Groups: All Employees, Department-Specific
- Configure Domain Security Policies for appropriate access
- Grant access: Google Workspace, Slack, JIRA, Salesforce
- Install standard software package
Laptop should be configured and ready at new hire's desk by 8:00 AM on hire date.
Task Owner Type: Security Group
Assigned To: IT Administrators (Security Group)
Due Date Offset:
- Calculate From: Hire Date
- Offset: -2 days (complete 2 days before hire date)
Allow in Preboarding: No (background task, not visible to new hire)
Task Completion Method: Manual completion by IT admin
Completion Checklist:
- ☐ Laptop provisioned and configured
- ☐ Email created (first.last@company.com)
- ☐ Assigned to appropriate Security Groups in Workday
- ☐ Domain Security Policies grant correct access permissions
- ☐ All application access granted
- ☐ Equipment placed at assigned desk
Notification:
- Task Assigned: Email to IT Administrators Security Group when hire is confirmed
- Task Overdue: Escalate to IT Manager if incomplete 1 day before hire date
Click OK to save.
Task Template 4: Assign Onboarding Buddy
Task Template Name: Assign Onboarding Buddy
Task Category: Team & Stakeholder Introductions
Task Description:
Assign an onboarding buddy from the new hire's immediate team.
BUDDY RESPONSIBILITIES:
- Reach out before Day 1 to welcome new hire
- Greet new hire on arrival (meet at reception or their desk)
- Answer questions about team norms, company culture, logistics
- Weekly check-ins during first month
- Be available for informal questions
IDEAL BUDDY PROFILE:
- Same or similar role (peer-level)
- 1+ year tenure at company
- Strong culture fit
- Willing participant (don't voluntell)
After selecting buddy, Workday will automatically notify them and assign buddy tasks.
Task Owner Type: Manager (assigned to new hire’s manager)
Due Date Offset:
- Calculate From: Hire Date
- Offset: -7 days (assign one week before start)
Allow in Preboarding: No
Task Completion Method: Select Related Worker (buddy)
Automatic Trigger:
When manager completes this task by selecting a buddy, Workday automatically:
- Assigns buddy-specific tasks to the selected buddy
- Sends notification to buddy with their responsibilities
- Creates relationship in Workday: New Hire ←→ Onboarding Buddy
Buddy Tasks Auto-Assigned:
- “Send welcome message to new hire” (Due: Day -3)
- “Greet new hire on Day 1” (Due: Day 1)
- “Weekly check-in with new hire” (Due: Days 7, 14, 21, 30)
Click OK to save.
Task Template 5: Complete Compliance Training
Task Template Name: Complete Required Compliance Training
Task Category: Orientation & Learning
Task Description:
Complete all mandatory compliance training in Workday Learning:
REQUIRED COURSES (Estimated Time: 2 hours):
1. Code of Conduct & Ethics (30 min)
2. Harassment Prevention & Respect in Workplace (45 min)
3. Data Security & Privacy (30 min)
4. Information Security Awareness (15 min)
All courses must be completed by end of Week 1 (Day 7).
Access courses: Workday Home > Learning > My Learning
Task Owner Type: Worker
Due Date Offset:
- Calculate From: Hire Date
- Offset: +7 days (complete within first week)
Allow in Preboarding: No (complete after hire date)
Task Completion Method: Integration with Workday Learning
Workday Learning Integration:
Tasks can be configured to auto-complete when Learning campaigns are finished, but this requires:
- Learning Campaign assignment as part of onboarding
- Task completion rule linked to Learning Campaign completion status
- May require custom configuration or Workday Extend depending on complexity
Alternative: Create separate Workday Learning assignments and manual task completion verification by manager.
Conditional Assignment:
- All worker types require base compliance training
- IF Job Profile = Manager THEN also assign “Manager Compliance Training” campaign
Notification:
- Task Assigned: Email on Day 1 with links to courses
- Reminder: Email on Day 5 if not started
- Escalation: Email to Manager on Day 8 if incomplete
Click OK to save.
Step 4: Create Journey Templates Using Workday Journeys
Workday Journeys provide the structured framework that organizes tasks into phases with visual timeline tracking.
Using Workday-Delivered Journey Templates
Before building journeys from scratch, check if Workday provides pre-built templates:
- Navigate to Browse Workday Journeys Templates
- Review available templates:
- New Hire Onboarding
- Manager Transition
- Open Enrollment
- Offboarding
- Role Change
- Select a template that matches your use case
- Customize the template for your organization:
- Add/remove tasks
- Adjust due dates
- Modify task descriptions
- Add company-specific content
Advantages of Using Workday Templates:
- Faster implementation (weeks instead of months)
- Workday best practices built-in
- Maintained and updated by Workday with each release
When to Build Custom:
- Workday template doesn’t fit your process (< 70% match)
- Highly unique organizational requirements
- Integration with custom systems
Navigate to Journey Configuration
- Search for Create Journey
- Select Journey Type: Onboarding
Journey 1: Standard Employee Onboarding Journey
Journey Name: Standard Employee Onboarding
Journey Description: Complete onboarding experience for all new employees from preboarding through day 90.
Applicable To (Eligibility):
- Worker Type = Employee
- Exclude: Interns, Executives (they have custom journeys)
Journey Phases:
Click Add Phase to create each phase:
Phase 1: Preboarding (Before You Start)
Phase Name: Preboarding – Before You Start
Phase Description: “Welcome! Complete these tasks before your first day to hit the ground running.”
Phase Timeline:
- Start: Hire event confirmed (when Business Process: Hire completes)
- End: Hire Date – 1 day
Tasks in This Phase:
Add tasks by clicking Add Task and selecting from Task Templates:
- Review Welcome Email
- Due Date Offset: Hire Date – 7 days
- Owner: New Hire
- Required: Yes
- Complete I-9 Section 1
- Due Date Offset: Hire Date – 3 days
- Owner: New Hire
- Required: Yes
- Complete Tax Forms (W-4/State)
- Due Date Offset: Hire Date – 3 days
- Owner: New Hire
- Required: Yes
- Enroll in Benefits
- Due Date Offset: Hire Date + 30 days (can start in preboarding, complete after start)
- Owner: New Hire
- Required: Yes
- Update Emergency Contacts
- Due Date Offset: Hire Date – 3 days
- Owner: New Hire
- Required: Yes
- Review Employee Handbook
- Due Date Offset: Hire Date – 3 days
- Owner: New Hire
- Required: No (informational)
- Provision Equipment
- Due Date Offset: Hire Date – 2 days
- Owner: IT Administrators (Security Group)
- Required: Yes
- Visibility: Hidden from new hire (background task)
- Assign Buddy
- Due Date Offset: Hire Date – 7 days
- Owner: Manager
- Required: Yes
- Visibility: Hidden from new hire
- Prepare Workspace
- Due Date Offset: Hire Date – 2 days
- Owner: Facilities (Security Group)
- Required: Yes
- Visibility: Hidden from new hire
Click OK to save the phase.
Phase 2: Day 1 – Welcome to the Team!
Phase Name: Day 1 – Welcome to the Team!
Phase Description: “Your roadmap for day one. We’re excited to have you!”
Phase Timeline:
- Start: Hire Date (Day 0)
- End: Hire Date (Day 0)
Tasks:
- Arrive at Reception
- Due Date: Day 1, 9:00 AM
- Owner: New Hire
- Task Type: Informational (with directions to building/floor)
- Meet Your Buddy
- Due Date: Day 1, 9:15 AM
- Owner: Buddy
- Completion: Buddy marks complete after greeting new hire
- Office Tour
- Due Date: Day 1, 9:30 AM
- Owner: Buddy
- IT Equipment Pickup & Setup
- Due Date: Day 1, 10:00 AM
- Owner: IT + New Hire
- Completion: New hire verifies laptop, email, system access working
- Verify System Access
- Due Date: Day 1, 10:30 AM
- Owner: New Hire
- Checklist: Test email, Slack, Workday, key systems
- Welcome Meeting with Manager
- Due Date: Day 1, 11:00 AM
- Owner: Manager + New Hire
- Integration: Auto-creates Workday Calendar event
- Team Welcome Lunch
- Due Date: Day 1, 12:00 PM
- Owner: Team
- Integration: Auto-creates Calendar event, invites team
- HR Orientation Session
- Due Date: Day 1, 2:00 PM
- Owner: HR + New Hire
- Integration: Auto-enrolls in Workday Learning orientation course
- Review First Week Plan
- Due Date: Day 1, 4:00 PM
- Owner: Manager + New Hire
Click OK to save.
Phase 3: Week 1 – Getting Oriented
Phase Name: Week 1 – Getting Oriented
Phase Timeline:
- Start: Hire Date + 1 day (Day 2)
- End: Hire Date + 7 days (Day 7)
Tasks:
- Complete Compliance Training
- Due Date: Day 7
- Owner: New Hire
- Integration: Workday Learning (manual verification or auto-complete if configured)
- Attend Company Overview Presentation
- Due Date: Day 2
- Owner: New Hire
- Meet with Key Stakeholders
- Due Date: Days 2-5
- Owner: New Hire
- Task Details: List of 5-7 people to meet
- Complete Systems Training
- Due Date: Days 3-4
- Owner: New Hire
- Integration: Workday Learning courses
- Daily Check-ins with Manager
- Due Date: Each day (Days 2-7)
- Owner: Manager
- Creates 5 separate calendar events
- Shadow Team Member
- Due Date: Day 4
- Owner: New Hire
- Review Role Expectations Document
- Due Date: Day 5
- Owner: New Hire
- Document attached in Workday
Click OK to save.
Phase 4: First 30/60/90 Days – Milestones & Goals
Phase Name: Your First 90 Days – Milestones & Goals
Phase Timeline:
- Start: Hire Date + 8 days
- End: Hire Date + 90 days
Milestone-Based Tasks:
30-Day Milestone:
- Complete Role-Specific Training
- Due Date: Day 30
- Owner: New Hire
- Start First Project
- Due Date: Day 15
- Owner: New Hire + Manager
- 30-Day Check-In with Manager
- Due Date: Day 30
- Owner: Manager + New Hire
- Integration: Auto-creates Calendar meeting
- Complete Onboarding Experience Survey
- Due Date: Day 30
- Owner: New Hire
- Integration: Links to Workday Survey
60-Day Milestone:
- Lead First Team Meeting
- Due Date: Day 45
- Owner: New Hire
- 60-Day Performance Review
- Due Date: Day 60
- Owner: Manager + New Hire
- Integration: Creates Performance Review in Workday
90-Day Milestone:
- Submit First Quarter Goals
- Due Date: Day 75
- Owner: New Hire
- Integration: Creates Goals in Performance Management
- 90-Day Review & Onboarding Completion
- Due Date: Day 90
- Owner: Manager + New Hire
- Onboarding Graduation Celebration
- Due Date: Day 90
- Owner: Team
- Task Type: Informational (celebrate new hire’s successful integration!)
Click OK to save the phase.
Complete Journey Configuration
Journey Summary Screen:
Review all phases and tasks. Verify:
- Task sequence makes sense
- Due dates are appropriate
- Task owners are correct
- Required vs. optional designation is accurate
Journey Settings:
Enable Journey Progress Tracking: Yes (new hires can see their completion percentage)
Show Completed Tasks: Yes (builds sense of accomplishment)
Allow Task Reordering: No (maintain structured sequence)
Journey Owner: HR Operations (Security Group that monitors journey completion)
Click OK to save the complete Journey.
Step 5: Configure Business Process: Hire to Auto-Assign Journeys
Now configure the Hire business process to automatically assign Workday Journeys when workers are hired.
Navigate to Business Process Configuration
- Search for View Business Process
- Type: Hire
- Click Hire Employee business process
Edit Business Process
Click Business Process > Edit Process Definition
Add Business Process Step: Assign Journey
Scroll to the section after Manager Approval and before Complete Hire.
Click Add Step
Step Name: Assign Journey
Step Type: Automated (no human intervention)
Step Executes: After hire is confirmed (manager has approved)
Step Action: Assign to Worker
Journey Assignment Configuration:
Click Configure Journey Assignment
Journey Template: Standard Employee Onboarding
Assignment Criteria (Conditions):
- IF Worker Type = Employee
- AND Time Type = Full-Time
- AND Job Profile does NOT contain “Intern” or “Executive”
- THEN Assign “Standard Employee Onboarding” Journey
Journey Start Date: Immediately upon hire confirmation (enables preboarding)
Notification Configuration:
- Send to Worker: Yes (email notification with link to access Workday preboarding portal)
- Send to Manager: Yes (notification that worker’s onboarding journey has begun)
- Send to HR: No (HR can monitor via dashboard)
Click OK to save step.
Add Conditional Journey Assignments (Optional)
For Different Employee Types:
Add additional conditional steps:
Step: Assign Manager Onboarding Journey
Assignment Criteria:
- IF Job Profile contains “Manager” or “Director” or “VP”
- THEN Assign “Manager Onboarding Journey” (includes leadership training)
Step: Assign Executive Onboarding Journey
Assignment Criteria:
- IF Job Profile contains “Chief” or “President” or job level = Executive
- THEN Assign “Executive Onboarding Journey”
Step: Assign Remote Employee Onboarding Journey
Assignment Criteria:
- IF Location contains “Remote” or “Work from Home”
- THEN Assign “Remote Employee Onboarding Journey” (includes home office setup)
Step: Assign Intern Onboarding Journey
Assignment Criteria:
- IF Worker Type = Contingent Worker AND Job Profile contains “Intern”
- THEN Assign “Intern Onboarding Journey” (shorter duration, academic calendar aligned)
Save Business Process Changes
Click Done to save all changes to the Hire business process.
Activate Pending Security Policy Changes
- Search for Activate Pending Security Policy Changes
- Review changes (you should see Business Process: Hire updates)
- Click OK to activate
Changes take effect immediately. All future hires will automatically receive Workday Journeys.
Step 6: Configure Preboarding Access (Pre-Hire Workers)
Allow new hires to access Workday self-service before their Hire Date (Original Hire Date) to complete preboarding tasks.
Understanding Pre-Hire in Workday
If You Use Workday Recruiting:
When a candidate accepts an offer in Workday Recruiting, their status changes to “Pre-Hire”. This Pre-Hire record can automatically create an HCM worker record (if configured), enabling seamless preboarding access.
Recruiting to HCM Transition:
- Candidate receives offer in Workday Recruiting
- Candidate accepts offer → Status changes to “Pre-Hire”
- Pre-Hire record automatically creates HCM worker record (if integration configured)
- Workday Journeys auto-assigns based on Business Process
- Pre-hire receives email with Workday preboarding access
If You Use External ATS:
You’ll need to manually create worker records or use integration to push hire data from your ATS to Workday HCM. Workers are created with a contingent status or custom status that allows Workday access before the official hire date.
Configure Worker Status for Preboarding
For HCM preboarding access, workers need a status that allows system access before their hire date.
Option 1: Use Pre-Hire Status (if available in your tenant)
- Search for Maintain Worker Statuses
- Verify Pre-Hire status exists
- Ensure Allow Workday Access: Yes (critical for preboarding)
Option 2: Use Contingent Worker Status
Some implementations use Contingent Worker as the preboarding status, then transition to Employee on hire date.
Configure Security for Preboarding Workers
Preboarding workers need limited access to complete onboarding tasks but shouldn’t see sensitive company data.
Create Security Group: Preboarding Workers
- Search for Create Security Group
- Security Group Type: Condition-Based
- Security Group Name: Preboarding Workers
- Condition:
- Worker Status = Pre-Hire (or your preboarding status)
- Automatically includes all workers with preboarding status
Configure Domain Security Policies for Preboarding
- Search for Domain Security Policies for Functional Area: Workday Access
- Click View Domain > Worker Data: Personal Information
- Click Edit
- Add Preboarding Workers security group to allowed groups
- Grant permissions:
- Get: Own worker data only (can view their own profile)
- Put: Own personal data, emergency contacts, benefits elections
- Complete: Onboarding tasks assigned to them
- View: Employee Handbook, Company Policies (view-only documents)
Restrict Access:
- Cannot view: Other employees, organizational data, financial data
- Cannot access: Workday applications beyond onboarding self-service portal
- Click OK to save
- Repeat for additional domains:
- Domain: Benefits
- Grant: View/Edit own benefits elections
- Domain: Onboarding
- Grant: View/Complete assigned onboarding tasks
- Domain: Personal Information
- Grant: View/Edit own emergency contacts, addresses
- Domain: Benefits
- Navigate to Activate Pending Security Policy Changes
- Review and activate all domain security changes
Configure Hire Business Process for Preboarding Worker Creation
Edit the Hire Employee business process to create worker with preboarding status.
- Navigate to Edit Business Process: Hire
- Locate step: Create Worker
- Edit step configuration:
Worker Status Upon Creation:
- IF Current Date < Hire Date (hire is in future)
- THEN Create worker with Status = Pre-Hire (or Contingent)
- AND Grant Workday access immediately
Worker Status Transition:
- ON Hire Date (Original Hire Date)
- AUTOMATICALLY change Status from Pre-Hire → Active
- Business Process Step: Status Change (automated, no manual intervention)
- Click OK to save
Configure Preboarding Welcome Email
When worker is created with preboarding status, automatically send welcome email with Workday access instructions.
Add Notification Step in Hire Business Process:
Step Name: Send Preboarding Welcome Email
Trigger: When worker status = Pre-Hire (immediately after hire is confirmed)
Email Recipients: New hire (worker’s personal email address from hire data)
Email Subject: Welcome to [Company Name]! Get Started Before Day One
Email Body Template:
Hi [Worker First Name],
Welcome to [Company Name]! We're thrilled you're joining our team on [Hire Date].
To help you hit the ground running, we've set up your Workday account so you can complete some onboarding tasks before your first day.
YOUR WORKDAY ACCESS:
Username: [Worker Email]
Temporary Password: [Auto-Generated Password]
Login URL: https://[tenant].workday.com
WHAT TO DO NOW:
1. Log in to Workday using the credentials above
2. You'll be prompted to change your password
3. Complete your preboarding checklist (I-9, tax forms, benefits enrollment)
4. Watch our welcome video to learn more about [Company]
MOBILE ACCESS:
Download the Workday app from the App Store or Google Play to complete tasks on the go!
NEED HELP?
Email: hr@company.com
Phone: (555) 123-4567
We look forward to seeing you on [Hire Date] at [Start Time]!
Best regards,
[Company Name] HR Team
Attachments:
- New Hire Welcome Packet PDF
- First Day Instructions PDF
- Building Directions & Parking Information
Click OK to save notification.
Step 7: Configure SMS Messaging for Preboarding (Optional)
Workday supports personalized SMS messages to welcome pre-hires before their start date.
Note: SMS functionality may require additional Workday licensing, Workday Extend, or third-party SMS provider integration.
Enable SMS for Onboarding
- Verify SMS capability is enabled in your tenant (contact Workday support if unsure)
- Configure SMS provider integration (if using third-party service)
- Create SMS message templates
Create SMS Welcome Message
Trigger: Worker status = Pre-Hire
SMS Content (160 characters max):
Hi [First Name]! We're excited for your start on [Hire Date]. Check your email for Workday login. Welcome to [Company Name]!
Timing: Send 3-5 days before hire date
Follow-Up SMS (Day Before Start):
Tomorrow's the big day! Arrive at [Building Address] at [Start Time]. Your buddy [Buddy Name] will meet you at reception. See you soon!
Configure SMS Notifications in Business Process
Add SMS notification steps to the Hire Employee business process:
- Step: Send Preboarding SMS (Day -5)
- Step: Send Day Before Reminder SMS (Day -1)
Note: SMS configuration specifics vary based on your integration method. Consult Workday Community or your implementation partner for detailed SMS setup guidance.
Step 8: Enable Mobile Access for Onboarding
New hires can complete onboarding tasks via Workday mobile app.
Mobile App Features for Onboarding
What New Hires Can Do on Mobile:
- View Workday Journeys timeline and progress
- Complete tasks on mobile device
- Upload documents (I-9, ID photos) via camera
- Receive push notifications for task reminders
- Access company information and videos
- Complete Workday Learning courses
Configuration
No additional configuration needed if Workday mobile app is enabled for your tenant. Onboarding tasks automatically appear in mobile app when:
- Worker has Workday access
- Workday Journeys assigned to worker
- Tasks have mobile-friendly completion methods (acknowledgment, document upload, etc.)
Best Practice: Include Mobile Instructions
Add mobile app download instructions in preboarding welcome email:
MOBILE ACCESS:
Complete your onboarding on the go! Download the Workday app:
- iPhone: App Store (search "Workday")
- Android: Google Play (search "Workday")
Login with the same credentials provided above.
Step 9: Configure Notifications and Reminders
Ensure tasks don’t fall through the cracks with automated notifications.
Task-Level Notifications
Edit each Onboarding Task Template to add notifications:
- Search for Edit Onboarding Task Template
- Select a task (e.g., “Complete I-9”)
- Navigate to Notifications tab
Notification 1: Task Assigned
- Event: Task is assigned to worker/manager/admin
- Recipient: Task Owner
- Timing: Immediately
- Email Subject: New Onboarding Task: [Task Name]
- Email Body:
- Task description
- Due date
- Link to complete task in Workday
- Instructions
Notification 2: Task Due Soon
- Event: Task approaching due date
- Recipient: Task Owner
- Timing: 1 business day before due date (if incomplete)
- Email Subject: Reminder: [Task Name] Due Tomorrow
- Email Body:
- Task description
- Original due date
- Link to complete task
Notification 3: Task Overdue
- Event: Task is past due date and incomplete
- Recipient: Task Owner + Manager (escalation)
- Timing: 1 day after due date
- Email Subject: Overdue: [Task Name]
- Email Body:
- Task description
- Original due date
- Current days overdue
- Request to complete ASAP
Notification 4: Severe Escalation
- Event: Task is 3+ days overdue
- Recipient: Task Owner + Manager + HR Operations
- Timing: 3 days after due date
- Email Subject: URGENT: Critical Onboarding Task Overdue – [Worker Name]
- Email Body:
- Task blocking onboarding progress
- Requires immediate attention
- Escalation to HR
Notification 5: Task Completed
- Event: Task marked complete
- Recipient: Manager (for visibility into new hire progress)
- Timing: Immediately
- Email Subject: [Worker Name] Completed: [Task Name]
- Email Body: Brief confirmation for manager awareness
Click OK to save notifications for each task.
Journey-Level Notifications
Configure Workday Journeys progress notifications:
- Search for Edit Journey
- Select Standard Employee Onboarding
- Navigate to Notifications tab
Notification: Journey Started
- Event: Journey assigned to worker
- Recipient: Worker, Manager
- Email: Welcome to onboarding journey, link to view progress
Notification: Phase Completed
- Event: Worker completes all tasks in a phase
- Recipient: Worker, Manager
- Email: Congratulations on completing [Phase Name]!
Notification: Journey at Risk
- Event: Multiple overdue tasks across journey
- Recipient: Manager, HR
- Email: Onboarding at risk for [Worker Name] – action needed
Notification: Journey Completed
- Event: All tasks in journey complete (Day 90)
- Recipient: Worker, Manager, HR
- Email: Congratulations on completing onboarding! Transition to ongoing performance management.
Step 10: Create Onboarding Dashboard for Monitoring
Build reporting to track onboarding health across all new hires.
Option 1: Create Custom Report – Onboarding Status Dashboard
- Search for Create Custom Report
- Report Type: Composite (multiple metrics)
- Report Name: Onboarding Status Dashboard
Sub-Report 1: New Hires This Month
- Report Type: Advanced
- Data Source: Workers
- Filter: Hire Date within current month
- Columns: Worker Name, Hire Date, Job Profile, Manager, Location
- Measure: Count of workers
Sub-Report 2: Preboarding Completion Rate
- Report Type: Matrix
- Data Source: Onboarding Tasks
- Rows: Task Category
- Measure: % of tasks completed (for workers with preboarding status)
- Goal: 90%+ completion before hire date
Sub-Report 3: Overdue Tasks by Phase
- Report Type: Matrix
- Data Source: Onboarding Tasks
- Rows: Journey Phase (Preboarding, Day 1, Week 1, 30/60/90 Days)
- Columns: Task Status (On Track, Due Soon, Overdue)
- Measure: Count of tasks
Sub-Report 4: Journey Progress by New Hire
- Report Type: Advanced
- Data Source: Workday Journeys Progress
- Columns: Worker Name, Hire Date, Journey Name, % Complete, Overdue Tasks Count
- Sort: By % Complete (ascending – least complete first)
Sub-Report 5: Manager Accountability
- Report Type: Matrix
- Data Source: Onboarding Tasks
- Rows: Manager Name
- Measure: % of manager tasks completed on time
- Filter: Task Owner Type = Manager
Sub-Report 6: Onboarding Satisfaction Scores
- Report Type: Matrix
- Data Source: Workday Surveys (30-day onboarding survey)
- Rows: Month
- Measure: Average satisfaction score (1-5 scale)
Schedule Dashboard Delivery:
- Frequency: Weekly (every Monday)
- Recipients: HR Operations Manager, VP of HR
- Format: Email with embedded charts
Option 2: Use Workday Analytics for Onboarding Metrics
Workday Analytics provides pre-built dashboards for onboarding insights without custom report building.
Access Workday Analytics:
- Navigate to Workday Analytics from Workday home screen
- Select Talent Management domain
- Choose Onboarding Analytics dashboard
Pre-Built Metrics Include:
- New hire count by month
- Time to complete onboarding tasks
- Preboarding completion rates
- Journey progress by cohort
- Task completion SLA tracking
- Manager task completion accountability
Customization:
- Add filters for department, location, hire source
- Create alerts for at-risk onboarding (overdue tasks exceeding threshold)
- Export data for executive presentations
- Schedule automated delivery
Advantage: No custom report building required; dashboards maintained and updated by Workday with each release.
When to Use Analytics vs. Custom Reports:
- Use Analytics: For standard onboarding metrics, executive dashboards
- Use Custom Reports: For company-specific KPIs, unique data combinations, integration feeds
Advanced Configuration: Role-Based Journey Variations
Scenario: Managers Need Different Onboarding
Create Journey: Manager Onboarding
Includes all standard tasks PLUS:
Additional Manager Tasks:
- Complete Manager Compliance Training (harassment prevention for managers)
- Review Budget Management Process
- Attend Leadership Onboarding Session
- Meet with VP for executive alignment
- Complete Manager Toolkit Training (performance management, hiring, coaching)
Assignment Logic in Hire Business Process:
textIF Job Profile CONTAINS "Manager" OR Job Profile CONTAINS "Director"
→ Assign "Manager Onboarding Journey"
ELSE
→ Assign "Standard Employee Onboarding Journey"
Scenario: Remote Employees Need Virtual Setup
Create Journey: Remote Employee Onboarding
Modifications:
- Replace “Office Tour” with “Virtual Office Tour Video”
- Replace “Desk Setup” with “Home Office Equipment Shipment”
- Add task: “Set up VPN and remote access”
- Add task: “Virtual Communication Best Practices Training”
- Change all in-person meetings to video calls (Zoom/Teams links)
- Add task: “Test video conferencing setup”
Assignment Logic:
IF Location CONTAINS "Remote" OR Location CONTAINS "Work from Home"
→ Assign "Remote Employee Onboarding Journey"
Scenario: Interns Have Shorter Timeline
Create Journey: Intern Onboarding
Duration: 30 days (not 90)
Simplified Tasks:
- Fewer compliance requirements
- No 401k enrollment
- Lighter role-specific training
- Focus on learning and development
- Academic calendar alignment (end date = return to school)
Assignment Logic:
IF Worker Type = Contingent Worker AND Job Profile CONTAINS "Intern"
→ Assign "Intern Onboarding Journey"
Integration with Workday Recruiting
If you use Workday Recruiting (not external ATS), the pre-hire process is more seamless.
Recruiting to HCM Transition
Automated Flow:
- Candidate receives offer in Workday Recruiting
- Candidate accepts offer → Status changes to “Pre-Hire”
- Pre-Hire record automatically creates HCM worker record (if Business Process configured)
- Workday Journeys auto-assigns based on Business Process: Hire
- Pre-hire receives email with Workday preboarding access
- On hire date, status automatically transitions Pre-Hire → Active
Advantages of Recruiting Integration:
- No manual worker creation needed
- Seamless candidate-to-employee transition
- Single system of record from application to onboarding
- Data flows automatically (candidate info becomes employee record)
Configuration Required:
- Enable Pre-Hire to Employee conversion in Recruiting settings
- Configure Business Process: Convert Pre-Hire to Employee
- Map candidate fields to worker fields (ensure data transfers correctly)
If Using External ATS:
You’ll need to:
- Manually create worker records when offers are accepted
- OR build integration to push hire data from ATS to Workday HCM
- OR use Workday Integration Cloud (WIC) connectors if available for your ATS
Testing Your Onboarding Plans Configuration
Test in Implementation or Sandbox Tenant
Never test onboarding in Production with real new hires.
Test Scenario 1: Pre-Hire to Active Transition with Progress Bar
- Create test hire with future hire date (1 week out)
- Verify:
- Complete 3 of 6 preboarding tasks
- Verify: Progress bar updates to “Preboarding – 50% Complete”
- Wait for hire date to arrive (or manually advance date in sandbox)
- Verify:
- Worker status automatically changes to Active
- Day 1 tasks appear in worker’s inbox
- Progress bar transitions to “Day 1 – 0% Complete”
- Preboarding phase shows 100% complete in history
- Manager receives notification
Test Scenario 2: Progress Bar Accuracy
- Log in as test new hire
- View onboarding plan – note current progress percentage
- Complete one task
- Verify:
- Complete all tasks in a phase
- Verify:
Test Scenario 3: Mobile App Progress Tracking
- Log in to Workday mobile app as test new hire (iOS or Android)
- Navigate to Onboarding section
- Verify:
Test Scenario 4: Conditional Plan Assignment via Targeted Audience Rules
- Create test hire with Job Profile = “Engineering Manager”
- Verify “Manager Onboarding Plan” assigned (not Standard)
- Verify manager-specific tasks appear
- Verify progress bar includes manager-specific phases
- Create test hire with Location = “Remote”
- Verify “Remote Employee Onboarding Plan” assigned
- Verify remote-specific tasks appear (VPN setup, virtual tour)
Test Scenario 5: External Preboarding Site (Recruiting Customers)
- Create test offer in Workday Recruiting
- Accept offer as candidate
- Verify:
- After worker record created, verify:
- Transition from External Site to full Workday access
- Progress bar begins tracking at 0%
Test Scenario 6: Overdue Task Impact on Progress
- Create test hire with past-due tasks (backdate tasks in sandbox)
- Verify:
Test Scenario 7: Manager View of Direct Reports’ Progress
Test Scenario 8: SMS Integration (if configured)
- Create test hire with mobile phone number
- Verify:
- Test SMS link (if included) directs to Workday login
Test Scenario 9: Buddy Assignment Cascade
- Create test hire
- Log in as manager, complete “Assign Buddy” task
- Select a buddy from team
- Verify:
- Buddy receives notification
- Buddy tasks auto-assign
- Buddy can see tasks in their inbox
- Progress bar doesn’t count buddy tasks in new hire’s percentage
Test Scenario 10: 100% Completion and Graduation
- Complete all tasks in test onboarding plan
- Verify:
Validation Checklist
- ✅ Preboarding workers can access Workday before hire date
- ✅ Preboarding tasks appear and are completable via self-service
- ✅ Progress bar displays accurately (0% → 100%)
- ✅ Progress updates in real-time after task completion
- ✅ Worker status transitions automatically on hire date
- ✅ Day 1 tasks appear on hire date, progress bar advances to new phase
- ✅ Tasks complete successfully with proper notifications
- ✅ Overdue tasks escalate correctly and flag “at risk” status
- ✅ Manager tasks assign to correct managers
- ✅ IT/Facilities tasks assign to correct security groups
- ✅ Progress bar visible on mobile app (iOS and Android)
- ✅ Targeted Audience Rules assign correct plans
- ✅ Conditional plans assign based on worker attributes
- ✅ All email notifications send with correct content
- ✅ SMS notifications send (if configured)
- ✅ External Preboarding Site delivers content (Recruiting customers)
- ✅ Dashboard/Reports show accurate onboarding metrics and progress
- ✅ Security permissions restrict preboarding access appropriately
- ✅ Workday Learning integration works (if configured)
- ✅ Buddy assignment triggers automatic buddy task assignment
- ✅ Calendar events auto-create for scheduled meetings
- ✅ Phase completion triggers congratulatory notifications
- ✅ 100% completion triggers graduation notification and plan closure
Measuring Onboarding Success in Workday
Key Metrics to Track
1. Preboarding Completion Rate
Metric: % of new hires who complete all preboarding tasks before hire date
Data Source: Onboarding Plans – Preboarding Phase Progress
Goal: 90%+ reach 100% preboarding progress before Day 1
How to Use: Low completion rates indicate preboarding communication issues or tasks that are too complex. Review which specific tasks have lowest completion.
2. Average Progress at Key Milestones
Metric: Average progress bar % at Day 1, Day 7, Day 30, Day 90
Data Source: Onboarding Plan Progress report
Benchmark:
- Day 1: 30% complete (preboarding + first day)
- Day 7: 50% complete
- Day 30: 80% complete
- Day 90: 100% complete
How to Use: Track by cohort to identify trends. If average Day 7 progress is only 35%, tasks are too heavy or workers need more support.
3. Time to 100% Completion
Metric: Average days from plan assignment to 100% progress
Data Source: Onboarding Plans completion tracking
Goal: 90 days or less for standard employees
How to Use: Faster completion = better engagement. Workers completing in 75 days are likely more productive than those taking 100+.
4. Task Completion SLA
Metric: % of tasks completed by due date (not overdue)
Data Source: Onboarding Tasks
Goal: 95%+ on-time completion
How to Use: Identify which tasks consistently go overdue. Adjust due dates, simplify requirements, or provide more support.
5. At-Risk Plans Count
Metric: Number of active onboarding plans flagged “at risk”
Data Source: Onboarding Advisories report
Goal: <5% of active plans at risk
How to Use: At-risk status indicates multiple overdue tasks or low progress. Requires immediate HR intervention and manager coaching.
6. Manager Task Completion
Metric: % of manager-assigned tasks completed on time
Data Source: Onboarding Tasks, filter by Task Owner Type = Manager
Goal: 98%+ on-time completion
How to Use: Hold managers accountable. Low scores indicate manager capacity issues or unclear expectations. Consider reducing manager task load or providing manager training.
7. IT/Facilities Readiness
Metric: % of equipment provisioning and workspace setup tasks completed before hire date
Data Source: Onboarding Tasks, filter by Task Category = Equipment & Systems Access
Goal: 100% completion by Day -1
How to Use: Critical for positive Day 1 experience. Track IT and Facilities performance separately. Escalate persistent failures to department heads.
8. New Hire Satisfaction (Onboarding Experience)
Metric: Average score from 30-day onboarding survey
Data Source: Workday Survey responses (survey task embedded in 30-day phase)
Goal: 4.5+ out of 5
Survey Questions:
- How prepared did you feel on Day 1? (1-5)
- How clear were your onboarding tasks and expectations? (1-5)
- How helpful was the progress bar in tracking your onboarding? (1-5)
- How helpful was your onboarding buddy? (1-5)
- How would you rate your overall onboarding experience? (1-5)
9. 30/60/90 Day Retention
Metric: % of new hires still employed at 30, 60, 90 days
Data Source: Workers (hired in last 90-180 days, current employment status)
Goal: 95%+ retention at each milestone
How to Use: Early departures often indicate onboarding failures. Correlate departures with:
- Onboarding satisfaction scores
- Progress bar completion rates
- Manager task completion (did manager engage?)
10. Time to First Contribution
Metric: Days from hire date to completion of “First Project” task
Data Source: Onboarding Tasks, filter by Task Name contains “First Project”
Goal: Varies by role (30-60 days typical)
How to Use: Faster time to contribution = better onboarding ROI. Compare to benchmark for role/department.
Create Executive Onboarding Scorecard
Build executive-level scorecard showing:
Share monthly with HR leadership and executives.
Common Mistakes and How to Avoid Them
Mistake 1: Progress Bar Doesn’t Update
Problem: Worker completes tasks but progress bar stays at same percentage.
Causes:
- Task completion not properly recorded in system
- Phase weights not configured correctly (don’t total 100%)
- Task not linked to onboarding plan
- Cache/browser refresh issue
Fix:
- Verify phase weights total exactly 100%
- Ensure task is marked “Required” (optional tasks don’t count toward progress)
- Verify task is properly added to plan phase
- Test in sandbox, then refresh browser cache
- Check task completion method is properly configured
Mistake 2: Not Granting Preboarding Access
Problem: New hires can’t access Workday before hire date because preboarding status doesn’t have security permissions configured.
Symptoms:
- New hires receive welcome email but can’t log in
- “Access denied” error when trying to access Workday
- Preboarding tasks not visible
- Progress bar shows 0% and never advances
Fix:
- Configure Domain Security Policies for preboarding status workers
- Verify “Allow Workday Access” is enabled for preboarding worker status
- Test with sample worker in sandbox before deploying to production
Mistake 3: Wrong Onboarding Plan Assigned
Problem: Standard employee receives manager plan, or remote employee receives in-office plan.
Cause: Targeted Audience Rules not configured correctly.
Fix:
- Review assignment criteria in Business Process: Hire
- Test each worker type in sandbox
- Ensure “IF/THEN” logic doesn’t have overlapping conditions
- Use mutually exclusive conditions (manager plan should exclude non-managers)
Mistake 4: External Preboarding Site Not Delivering Content
Problem: Recruiting candidates don’t receive External Preboarding Site access.
Causes:
- External Preboarding Site not enabled in tenant
- Not using Workday Recruiting (external ATS customers can’t use this feature)
- Content not uploaded to site
- Offer acceptance trigger not configured
Fix:
- Verify you have Workday Recruiting (not external ATS)
- Enable External Preboarding Site in tenant configuration
- Upload welcome content (videos, PDFs, images)
- Configure Business Process: Offer to trigger site access on acceptance
- Test with sample candidate in Recruiting sandbox
Mistake 5: Progress Bar Shows >100% or Negative %
Problem: Progress bar displays 110% or -5% (impossible values).
Cause: Phase weight misconfiguration or duplicate task counting.
Fix:
- Verify phase weights total exactly 100% (not 110% or 95%)
- Check for duplicate tasks accidentally added to plan
- Ensure tasks aren’t counted twice (e.g., in both preboarding and Day 1 phases)
- Review task “Required” settings (all should be consistently Yes or No)
Mistake 6: Mobile App Doesn’t Show Progress Bar
Problem: Desktop shows progress bar, but mobile app doesn’t.
Causes:
- Mobile app not updated to latest version
- Tenant not on Workday 2025 R1 or later
- Mobile access not enabled for onboarding plans
Fix:
- Verify tenant is on Workday 2025 R1+ (progress bar is 2025 feature)
- Update Workday mobile app to latest version
- Enable mobile access in plan settings
- Test on both iOS and Android devices
Mistake 7: Information Overload on Day One
Problem: You assign 40 tasks due on day one. New hire is overwhelmed, completes nothing, progress bar stuck at 20%.
Symptoms:
- Low Day 1 task completion rates
- New hire satisfaction scores drop
- New hires report feeling stressed and confused
- Progress bar barely moves during first week
Fix:
- Space tasks across first week, first month, first quarter
- Day one should be 5-7 tasks maximum (mostly meet people, get oriented)
- Move administrative tasks to preboarding phase (increases preboarding progress %)
- Move training to Week 1 phase
- Prioritize relationship-building and equipment setup on Day 1
- Test: Can one person realistically complete all Day 1 tasks in 8 hours?
Mistake 8: No Accountability for Background Tasks
Problem: You create tasks for IT, Facilities, Manager. Nobody completes them. New hire shows up, nothing ready. Progress bar stuck because preboarding phase incomplete.
Symptoms:
- Equipment not ready on Day 1
- Desk not set up
- Buddy not assigned
- New hire waiting hours for basics
- Preboarding progress stuck at 60% (waiting on IT/Facilities tasks)
Fix:
- Configure email notifications when tasks assigned to IT/Facilities/Manager
- Escalate overdue tasks to department heads
- Create dashboard showing background task completion by department
- Review “Onboarding Advisories” report daily
- Hold IT/Facilities managers accountable in their performance goals
- Don’t count background tasks in visible progress % (hide from new hire view)
Mistake 9: Plans Never Get to 100%
Problem: Workers complete all visible tasks but progress bar stuck at 95%.
Causes:
- Hidden background tasks never marked complete
- Optional tasks counted in progress calculation
- Tasks assigned to terminated buddies/managers (orphaned tasks)
- 90-day tasks not completed (worker moved to regular work)
Fix:
- Review which tasks are preventing 100% completion
- Mark background tasks complete when verified (IT equipment, desk setup)
- Set optional tasks to NOT count toward progress percentage
- Automate 90-day task completion if worker reaches Day 91 (don’t block graduation)
- Allow HR to manually mark plans 100% complete after review
Mistake 10: Forgetting the Manager’s Role
Problem: Onboarding Plan focuses on HR/IT tasks. Manager isn’t included. New hire completes paperwork but has no relationship with manager. Progress bar advances but experience is poor.
Symptoms:
- New hires report unclear expectations
- Manager doesn’t know what onboarding tasks exist
- No manager check-ins during first 30 days
- New hire feels disconnected from team
- High satisfaction with “process” but low satisfaction with “experience”
Fix:
- Manager tasks in every plan phase:
- Preboarding: Send welcome message (Day -3)
- Day 1: Welcome meeting, set expectations (Day 1, 11 AM)
- Week 1: Daily 15-minute check-ins (Days 1-5)
- Day 30/60/90: Formal review meetings
- Send manager summary email when plan assigned (“Your new hire starts in 7 days. Here’s their onboarding plan and your tasks.”)
- Show managers their direct reports’ progress bars in Manager Dashboard
- Hold managers accountable for completing their tasks
- Include manager task completion in manager performance evaluations
What Great Workday Onboarding Looks Like in 2026
When you configure Onboarding Plans correctly with progress tracking, here’s what happens:
New Hire Perspective
“A week before I started, I got a welcome email and text message. I clicked the link and logged into Workday. My onboarding plan was right there with a progress bar: ‘Preboarding – 0% Complete’.
I completed my I-9 and tax forms from my couch. Each time I finished a task, the progress bar moved: 15%… 35%… 60%. It felt like a game! By the night before I started, I hit ‘Preboarding – 100% Complete’ and got a congratulations message.
My buddy sent me a message two days before I started, introducing himself. That made me feel so welcomed.
On my first day, my laptop was on my desk, fully configured. My email worked. My manager greeted me at reception at exactly 9 AM with a smile and a coffee. The whole day was planned—I knew exactly where to be and what to do.
On my phone, I could see the progress bar: ‘Day 1 – 0%’ at 9 AM, then ‘Day 1 – 100%’ by 4 PM. So satisfying!
By the end of Week 1, I was at 65% overall. By Day 30, 85%. By Day 90, I hit 100% – Onboarding Complete! and the whole team celebrated.
The progress bar kept me motivated. I always knew exactly where I stood and what was next. Best onboarding I’ve ever experienced.”
Manager Perspective
“I used to spend hours coordinating new hire logistics—emailing IT, chasing Facilities, creating training schedules. Now Workday handles 80% of it automatically.
When I approve a hire, the Onboarding Plan assigns automatically. I get a notification with my tasks clearly listed. I can see my new hire’s progress bar in real-time: Oh, they’re at 45% – right on track for Day 7.
If the progress stalls at 35% and tasks go overdue, I get an alert. I can reach out and help remove blockers.
The progress bar makes it so easy to check in: ‘Hey, I see you’re at 70% – great progress! Need any help with the remaining tasks?’
Onboarding went from chaos to a smooth, repeatable process with clear accountability.”
HR Perspective
“We onboard 20-30 people per month. Before Onboarding Plans with progress tracking, it was manual chaos—spreadsheets, email reminders, hoping nothing was forgotten.
Now every new hire gets a consistent, high-quality experience. I can see all new hires’ progress bars in one dashboard. Filtering by <50% progress immediately shows me who needs help.
The Onboarding Advisories report flags at-risk plans automatically. I don’t have to manually check—Workday tells me exactly who to call.
My executive scorecard shows average progress at Day 7, Day 30, and Day 90. I can prove our onboarding is working: ‘Average Day 30 progress: 83% – up from 68% last year.’
First-year turnover dropped 15% after we implemented structured onboarding with progress tracking. New hires feel welcomed, prepared, and valued from day negative-seven through day ninety.
And when they hit 100% Complete, we celebrate with the whole team. It’s a real milestone.”
That’s the power of properly configured Workday Onboarding Plans with progress tracking.
Your Onboarding Configuration Checklist
Before you declare onboarding “done,” verify:
- Workday Onboarding feature enabled in tenant
- Progress bar tracking enabled (2025 R1+ feature)
- Task categories created (Administrative, Equipment, Training, Integration, Role-Specific)
- Individual task templates built with clear descriptions, due dates, and owners
- Onboarding Plans assembled for preboarding, day 1, week 1, and 30/60/90 days
- Phase weights configured to total exactly 100%
- Automatic plan assignment configured in Business Process: Hire or Offer
- Targeted Audience Rules configured for role-based plan variations
- Preboarding access configured so new hires can log in before hire date
- Domain Security Policies configured for preboarding workers
- Preboarding welcome email automated via business process notification
- SMS messaging configured (optional)
- External Preboarding Site set up (Recruiting customers only)
- Mobile app access verified for onboarding tasks and progress bar
- Task notifications configured for assignment, reminders, overdue escalation
- Plan-level notifications configured for phase completion, at-risk alerts, 100% graduation
- Buddy assignment process included with auto-task assignment
- Manager tasks included at each phase with accountability
- Workday Learning integration configured (if using auto-completion)
- Security Group assignments automated for IT provisioning
- Dashboard/reports configured (delivered reports or custom)
- Testing completed in sandbox with all scenarios including progress bar validation
- Workday Recruiting integration configured (if using Workday Recruiting)
- Documentation created for HR team on managing onboarding plans
- Quarterly review scheduled to update plans as company evolves
- Progress bar tested on desktop, mobile (iOS), mobile (Android)
Your Implementation Timeline
Week 1: Design & Discovery
- Stakeholder workshop (HR, IT, Facilities, Managers, Recent New Hires)
- Map current onboarding experience (what works, what doesn’t)
- Design future state journey map (preboarding through Day 90)
- Define progress bar milestones (what % at Day 7, 30, 90?)
- Identify tasks, owners, due dates, dependencies
- Define success metrics including progress tracking goals
Week 2: Task Configuration
- Create task categories in Workday
- Build individual task templates (15-25 tasks typical)
- Configure task descriptions, due dates, owners
- Set up task notifications and reminders
- Test task assignment and completion in sandbox
Week 3: Onboarding Plan Building
- Create Onboarding Plan templates
- Organize tasks into phases (Preboarding, Day 1, Week 1, 30/60/90 Days)
- Configure phase weights to total 100%
- Enable progress bar tracking
- Configure plan settings and notifications
- Build role-specific plan variations (manager, remote, intern)
- Test plan assignment and progress bar accuracy
Week 4: Business Process Configuration
- Edit Business Process: Hire (or Offer)
- Add automated plan assignment steps
- Configure Targeted Audience Rules for role-based plans
- Set up preboarding worker creation
- Configure welcome email and SMS notifications
- Test end-to-end business process execution
Week 5: Security & Access Configuration
- Create Security Groups for preboarding workers
- Configure Domain Security Policies for preboarding access
- Set up IT and Facilities Security Groups
- Test preboarding login and access restrictions
- Configure Workday Recruiting integration (if applicable)
- Set up External Preboarding Site (Recruiting customers)
Week 6: Reporting & Dashboard
- Access Workday delivered Onboarding reports
- Configure Onboarding Advisories alerts
- Build custom reports if needed (supplemental)
- Set up scheduled dashboard delivery
- Define KPIs including progress bar benchmarks
- Create executive scorecard
Week 7: Comprehensive Testing
- Test all scenarios in sandbox (see Testing section)
- Test progress bar accuracy on desktop and mobile
- Test with multiple employee types (standard, manager, remote, intern)
- Test preboarding access and transition to active
- Test External Preboarding Site (Recruiting)
- Test notifications and escalations
- Test Targeted Audience Rules assignment
- Fix any issues identified
Week 8: Deployment & Monitoring
- Deploy configuration to production tenant
- Activate pending security policy changes
- Communicate to stakeholders (HR, IT, Facilities, Managers)
- Create user documentation highlighting progress bar feature
- Train HR team on monitoring Onboarding Advisories
- Monitor first cohort of new hires closely
- Gather feedback and iterate
Ongoing: Continuous Improvement
- Review metrics monthly (dashboard and scorecard)
- Monitor average progress % at key milestones
- Gather feedback from recent new hires (30-day survey including progress bar helpfulness)
- Quarterly plan review and updates
- Annual comprehensive audit of onboarding experience
- Benchmark against industry standards
- Track time to 100% completion trends
Final Thoughts
Onboarding is your company’s first real impression on new employees. Get it right, and you build loyalty, accelerate productivity, and reduce turnover. Get it wrong, and you lose talent before they even start contributing.
The good news? Workday gives you everything you need to build world-class onboarding. With 2025’s progress bar feature, you can now give new hires clear visibility into their onboarding journey, making the experience feel like a guided achievement rather than an overwhelming checklist.
The hard part isn’t the technology—it’s the thoughtful design of the experience.
Map the journey first. What should new hires feel, learn, and accomplish at each phase? What progress should they see at Day 7? Day 30? Day 90?
Build the configuration second. Use Onboarding Plans, task templates, Targeted Audience Rules, and Business Process Framework to automate the experience you designed.
Leverage the progress bar. Visual tracking transforms onboarding from a passive checklist into an engaging journey. “0% → 100%” is motivating. Use it.
Measure the results always. Track completion rates, progress at milestones, satisfaction scores, and retention metrics. Iterate and improve.
Because Sarah’s first day should feel like this:
She arrives at 9 AM. Her buddy is waiting at reception with a smile and a coffee. Her laptop is ready. Her manager welcomes her warmly and walks her through a clear first-day agenda.
By lunch, she’s met her team and checks her phone: “Day 1 – 75% Complete.” By 4 PM: “Day 1 – 100% Complete – Great job!”
By Week 1: “Overall Progress: 52% – You’re ahead of schedule!”
By Day 30: “30-Day Milestone Reached – 84% Complete!”
By Day 90: “Onboarding Complete – 100% – Welcome to the team!”
That’s the onboarding experience you can build in Workday with Onboarding Plans and progress tracking.
Now go build it.
Disclaimer: This guide represents original content based on Workday implementation experience and publicly available Workday official documentation. Configuration steps reflect Workday best practices and include 2025 R1 features (Progress Bar, Targeted Audience Rules, External Preboarding Site, Onboarding Advisories). Configuration may vary based on your tenant version, industry, and organizational requirements. Always consult Workday Community, official documentation, and your Workday Account Team for version-specific guidance. Test all configurations thoroughly in sandbox environments before deploying to production.
