What is Workday?
Workday is a cloud-based Enterprise Resource Planning (ERP) platform designed to streamline and manage an organization's human resources, financial operations, and planning processes. It offers tools for human capital management (HCM), financial management, and enterprise performance planning, all in a single, unified platform.
Key Features:
Benefits of Using Workday:
- Unified System - Workday integrates various business functions into a single platform, reducing the need for multiple systems and streamlining processes.
- Real-Time Data - Because it's cloud-based, Workday provides real-time data access, improving decision-making and operational efficiency.
- User-Friendly Interface - Workday is designed with a user-friendly interface, making it accessible for employees at all levels of an organization.
- Scalability - Whether you're a small business or a large enterprise, Workday can scale with your needs, offering tailored solutions based on the size and complexity of your organization.
- Mobile Accessibility - Workday’s mobile app allows users to access important functions on the go, making it easier to manage tasks like approving requests, logging time, and checking reports from anywhere.
Example Scenario - Onboarding a New Employee:
- Recruitment - The HR team uses Workday’s recruitment tools to post a job, track applicants, and schedule interviews. Once a candidate is selected, the job offer is generated and sent through Workday.
- Onboarding - After the candidate accepts the offer, they receive onboarding tasks through Workday, such as filling out personal information, setting up direct deposit, and signing company policies.
- Training and Development - Once onboarded, the new employee can access training modules, set up goals with their manager, and track their progress within Workday.
- Payroll and Benefits - The employee’s payroll is automatically set up, and they can enroll in benefits through the Benefits worklet, view their pay statements, and make any necessary changes to their benefits selections during open enrollment.
Workday’s integrated approach to managing these processes improves efficiency and ensures that all departments are working with the most current information.
How to log into Workday?
To log into Workday, follow these steps:
Steps to Log In:
- Access Workday URL:
- You’ll need the unique Workday URL provided by your employer, which is often in the form of companyname.workday.com.
- If your organization uses Single Sign-On (SSO), you may be redirected to a company-specific login page.
- Enter Your Credentials:
- Input your username (usually your work email or a company-provided ID).
- Enter your password.
- Two-Factor Authentication (If Enabled):
- If your organization requires it, you may need to complete an extra step using a verification code sent to your phone or email, or by using an authentication app like Duo Mobile.
- Use the Mobile App (Optional):
- Download the Workday mobile app from the App Store (iOS) or Google Play (Android).
- Use the mobile app to scan your organization’s QR code or manually enter your company’s Workday URL to log in.
Additional Tips:
- Resetting Password - If you forget your password, use the “Forgot Password” option on the login page to reset it. You’ll receive a reset link via email.
- Single Sign-On (SSO) - If your organization uses SSO, logging in might be linked to your company’s overall authentication system, meaning your Workday login is the same as your standard company login (e.g., the same credentials used for your email).
- Browser Compatibility - Ensure you're using a supported browser like Google Chrome, Microsoft Edge, or Safari to avoid issues.
- Save Time with Mobile Notifications - Set up push notifications on the Workday mobile app to get real-time alerts for approvals, tasks, or updates.
Logging into Workday is streamlined and secure, with the option to access it via desktop or mobile for on-the-go use. If you encounter issues, it’s advisable to contact your organization’s IT or HR department for support.
Home Page
The Workday Home Page is the central hub for users, offering easy access to essential features and tools tailored to their roles within the organization. It is customizable and designed to provide quick access to frequently used tasks and information, helping employees navigate the platform efficiently.
Key Features:
Additional Tips for Using the Home Page:
- Personalization - Customize the layout to prioritize your frequently used tasks and reports. This improves efficiency by reducing the time spent searching for common tasks.
- Workday Mobile App - Access the home page on the go via the Workday mobile app, where the interface is optimized for mobile devices, making it easy to complete tasks like approving time off or viewing notifications.
- Notifications - Stay on top of urgent tasks by enabling push notifications in the mobile app or desktop version to receive updates on task approvals, policy changes, or team requests.
- Pinned Shortcuts - Save time by pinning frequently accessed applications or reports directly to your home page for one-click access.
With these features and customization options, the Workday Home Page serves as a highly functional and user-friendly gateway to all Workday tasks, reports, and processes
Worklets
Worklets in Workday are small, customizable widgets that display key information and provide quick access to specific tasks and functions. They are designed to enhance user experience by providing relevant data and shortcuts directly on the Workday dashboard. Here’s a summary of common worklets and some tips for using them effectively:
Common Worklets:
Additional Tips:
- Customize Your Dashboard - Tailor your Workday dashboard by adding or removing worklets based on your needs. This ensures you have quick access to the most relevant information.
- Organize Worklets - Arrange worklets on your dashboard in a logical order. Place the most frequently used worklets at the top or in a prominent position.
- Utilize Notifications - Regularly check the Inbox worklet for any pending tasks or approvals to stay on top of important actions.
- Review Worklet Settings - Explore the settings for each worklet to adjust preferences or filters according to your role and responsibilities.
- Leverage Mobile Access - Use Workday’s mobile app to access worklets on the go, ensuring you can manage tasks and view important information from anywhere.
- Stay Updated - Keep an eye on the Announcements worklet for important updates and changes within the organization.
- Training and Help Resources - Use help resources or training materials provided by Workday to learn more about the features and functionalities of different worklets.
- Regularly Review Your Worklets - Periodically review and update your worklets to ensure they continue to meet your needs and reflect any changes in your role or responsibilities.
Profile Page
The Workday Profile Page is an individual’s personal space within the platform, designed to provide a comprehensive overview of their work-related details and facilitate easy access to important actions. It contains information on employment, skills, and performance, helping both the employee and their managers monitor growth and tasks.
Key Sections:
Additional Tips:
- Customizations - Employees can customize certain aspects of their profile, such as uploading a profile picture or setting privacy preferences for contact details.
- Mobile Access - The profile page is accessible via the Workday mobile app, allowing users to update their information, request time off, or review performance from any location.
- Self-Service Features - The self-service functionality empowers employees to make updates to personal information without needing HR intervention, improving efficiency.
By consolidating important employee information and offering a user-friendly interface, the Workday Profile Page enhances transparency and accountability in managing career growth and day-to-day work activities.
Customize Your Profile Page
Here are a few ways you can customize your Workday profile to make it more personalized and functional:
Additional Tips:
Here are some additional tips to enhance your Workday profile:
- Keep Personal Info Up-to-Date - Regularly update contact details, addresses, and emergency contacts.
- Add Skills and Certifications - Showcase relevant skills and certifications for career advancement.
- Upload a Professional Photo - A polished profile picture adds a professional touch.
- Customize Privacy Settings - Control the visibility of your personal information to colleagues.
- Set Career Interests - Specify career aspirations and preferences to align with internal job opportunities.
- Regularly Review and Update Goals - Ensure performance and development goals reflect your current priorities.
These customizations allow you to align your Workday profile with your personal needs and career aspirations, making it more than just a standard tool but a personalized workspace.
Inbox
The Workday Inbox is where users manage tasks and approvals, streamlining workflows and ensuring that important actions are completed efficiently. It helps users stay organized by providing a central location for task management.
Key Features:
Additional Tips:
- Set Reminders - To stay on top of pending tasks, enable reminders for tasks that are approaching deadlines.
- Regular Inbox Reviews - Check your inbox regularly to avoid delays in task completions and ensure nothing is missed.
- Use Filters - Use filters to prioritize important tasks, such as urgent approvals or those nearing deadlines.
- Automate Approvals - When possible, automate common tasks or approvals to streamline workflow processes.
- Delegate Appropriately - When you’re out of the office, delegate tasks to ensure smooth operation during your absence.
By utilizing these features and tips, you can ensure your Workday Inbox stays organized and helps you manage your tasks effectively.
Business Process
Business processes in Workday are a series of steps or tasks that automate and manage various HR, finance, and other organizational functions. These processes help streamline workflows, ensure consistency, and maintain compliance across the organization. Here’s a breakdown of some common business processes in Workday:
Common Business Processes:
Tips for Managing Business Processes:
- Regular Reviews - Periodically review business processes to ensure they are up-to-date and meet organizational needs.
- Training - Ensure that employees involved in these processes are well-trained and understand their roles.
- Automation - Leverage Workday’s automation capabilities to reduce manual effort and increase efficiency.
- Compliance - Stay informed about compliance requirements related to each business process to avoid legal or regulatory issues.
- Reporting - Utilize Workday’s reporting tools to monitor the effectiveness of business processes and identify areas for improvement.
- Feedback - Collect feedback from users involved in these processes to make continuous improvements.
Announcements
Here are some common Workday announcements you might encounter, along with additional tips for managing them:
Common Workday Announcements:
Additional Tips:
- Check Regularly - Regularly check Workday announcements to stay updated on any changes or upcoming events.
- Utilize Help Resources - Use Workday’s help resources or community forums if you have questions about new features or updates.
- Communicate with Your Team - Share relevant announcements with your team to ensure everyone is on the same page.
- Update Notifications - Customize your notification settings in Workday to ensure you receive important updates promptly.
- Stay Organized - Use tools like calendars or task management apps to keep track of deadlines and important dates mentioned in announcements.
