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Workday Opt-In Consent

Configure Workday Opt-In Consent for BrightHire

Jennifer Steinker avatar
Written by Jennifer Steinker
Updated over 2 weeks ago

Overview

When Workday opt-in is enabled, candidates are asked for recording consent as part of the application flow. Their answers sync to BrightHire and determine whether recording is enabled for their interviews.

This guide walks you through the setup across Workday and BrightHire, plus how to test and verify it.

Prerequisites

  • Workday access: Ability to create/edit questionnaires and job requisitions; permission to update custom reports.

  • BrightHire access: Admin privileges or assistance from your BrightHire Integration Manager.

  • Timeline: Changes may require HR admin approval in Workday before they take effect.

Step-by-step Instructions

1) Add custom application questions to your Workday application

  1. Create a questionnaire and add a recording consent question.

    • Format: Single select

    • Options: “Yes” and “No”

  2. Attach the questionnaire to your job requisition:

    • Job Requisition → Job → Assign Questionnaires → Select the new questionnaire → Submit

  3. Ensure an HR admin approves the change (if your org requires approvals).

2) Include questionnaire answers in a candidate custom report

  1. Update your candidate custom report to include application questionnaire answers.

    • Your BrightHire Implementation Manager will provide the report definition.

  2. Validate that the report returns the new consent field.

3) Configure BrightHire for Workday Opt-In

Ask your BrightHire Integration Manager to:

  1. Turn on Workday Opt-In in your BrightHire environment.

  2. Choose scope:

    • Global (all requisitions), or

    • Specific requisitions (recommended for phased rollout).

4) Test the end-to-end flow

  1. Apply with a test candidate and answer the consent question.

  2. In BrightHire, verify the candidate’s recording status reflects the consent choice (enabled if “Yes”; disabled if “No”).

How it works (at a glance)

  • Candidate applies in Workday → answers consent question.

  • Consent value is exposed via your Workday custom report.

  • BrightHire ingests that value and enables/disables recording per candidate.

Tips & Troubleshooting

  • Not seeing the consent in BrightHire?

    • Confirm the questionnaire is attached to the correct requisition.

    • Ensure the custom report includes the consent field and is accessible to BrightHire.

    • Check that Workday Opt-In is turned on and scoped correctly in BrightHire.

  • Rolling out gradually?

    • Limit scope to specific requisitions first, monitor results, then expand globally.

Important Notes

  • The consent collection questionnaire must be configured on each job requisition that requires opt-in consent.

  • Opt out emails will not be sent to candidates.

  • Candidate recording settings cannot be changed in BrightHire, only in Greenhouse on the Candidate Details page under the Application tab.

  • Candidates that are only scheduled via calendar, email, or manual scheduling and do not exist in the ATS will still be treated as opt-out candidates.

    • If a calendar/email/manual-scheduled candidate is added to the ATS and has the same email/phone in the ATS and BrightHire they will be linked and they will become "ATS-controlled". This means that BrightHire will set them up to have their recording enabled or disabled based on the opt-in custom field you set up in WorkDay.

  • The change will typically be retroactive, but if candidates existed in BrightHire before this was setup, [email protected] may need to run a backfill to ensure that the change is 100% retroactive.

Need help?

Your BrightHire Implementation/Integration Manager can review your Workday report, confirm BrightHire configuration, and assist with testing or troubleshooting.

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