CASE STUDY
Workday: Adding Universal Profile & Single Click Apply
Streamlining the job application process.
Context
Why does this matter?
Applying to jobs should be a simple, encouraging process but for candidates using Workday, it often becomes a frustrating task.
Current Challenges
Despite many companies adopting Workday as their Applicant Tracking System (ATS), the experience is far from seamless.
Redundant Process
Candidates are required to create a new account and re-enter the same information for every single application.
Competitive Landscape
Competitors like Greenhouse and Oracle have improved the application experience through integrations.
Market Impact
In an increasingly competitive hiring landscape, even small friction points can cause candidates to abandon applications.
User Experience
Instead of enabling opportunity, the system becomes a barrier to entry.
Solution Vision
Turning an outdated process into a streamlined, candidate-friendly experience.
Problem
What is the core of this?
Despite Workday's wide adoption across industries, the platform fundamentally fails to recognize candidates as continuous users across companies.
Current Process
Account Creation
Create a new account for every company.
Manual Data Entry
Manually re-enter personal information for each application.
Inconsistent Flows
Navigate non-standardized application flows that vary from company to company.
Consequences
High Drop-off Rates
Candidates abandon applications due to frustration and fatigue.
Manual Effort
Painful for active job seekers applying to multiple roles.
Lost Opportunities
Top candidates abandon tedious applications for smoother processes.
Key Insight: In a market where user expectations are shaped by instant, frictionless digital experiences (Amazon checkout, LinkedIn Easy Apply, Apple Pay), Workday's outdated flow creates an unnecessary bottleneck in hiring pipelines.
Market
What can we learn from the competitors?
When designing solutions, it's critical to study how competitors have tackled similar challenges and where opportunities remain.
Greenhouse — "Apply with LinkedIn" and "Apply Connect"
Candidates can autofill applications by pulling data directly from their LinkedIn profile.
Apply Connect: When a candidate applies using a LinkedIn job post, their profile will be created in Greenhouse Recruiting.
Oracle Recruiting Cloud — LinkedIn "Easy Apply" Integration
Oracle has partnered with LinkedIn to allow candidates to Apply Directly from LinkedIn, bypassing most internal company forms.
Workday Today
- Candidates are treated as first-time users at every company.
- There is no persistent candidate profile across employers.
- Every application feels like starting from scratch.
Opportunity: Workday has an opportunity to close the gap by enabling a Universal Workday Profile.
Hypothesis
If Workday introduces a universal candidate profile and an "Apply with Workday Profile" button across its partner companies, then:
Faster Applications
Candidates will experience faster, easier, and less frustrating job applications.
Higher Completion Rates
Application completion rates will increase because friction is reduced.
Better Quality
Companies will receive more complete applications from higher-quality candidates.
Audience
Who uses Workday?
Workday serves a wide spectrum of users across industries and company sizes.
Candidates
Students
Applying to internships and entry-level roles.
Professionals
Mid-career or senior roles.
Executives
Applying for leadership roles.
Recruiters & Hiring Managers
Reviewing submitted applications and managing applicant tracking workflows.
Companies
Diverse Industries
Technology, finance, healthcare, manufacturing, retail.
Company Sizes
Startups to Fortune 500 corporations.
User Journey
Current Application Process
The entire application process for an applicant is extensive and Workday user flows are tedious in nature.
Traditional Workday Journey
1. Find Job Listing: Find a job listing on a company website.
2. Redirect to Workday: Get redirected to Workday application portal.
3. Create Account: Create a new Workday account (even if one exists for another company).
4. Upload Resume: Manually upload resume.
5. Fill Information: Manually fill in work experience, education, certifications.
6. Answer Questions: Answer diversity and demographic questions.
7. Review: Review everything.
8. Submit: Submit application.
Solution
Introducing the Universal Workday Profile
The Universal Workday Profile transforms how candidates interact with companies on Workday by creating a single reusable profile for all applications.
Key Features
Central Profile
Create and maintain one central Workday profile.
Profile Management
Update resume, experience, education, certifications, and demographic details once.
One-Click Apply
Use an "Apply with Workday Profile" button when applying to any company using Workday.
How It Works
1. Profile Setup
Candidates sign up for a Universal Workday Account and complete their profile.
2. Job Application
Candidates see a new "Apply with Workday Profile" button, which autofills the application.
3. Post-Application
Candidates can track applications and update their profile anytime.
Advantages
Reduces Friction
One-click applications lower drop-off rates and improve the candidate experience.
Improves Data Quality
Candidates are less rushed → more accurate information.
Enhances User Experience
Feels modern, fast, and competitive with LinkedIn/Greenhouse.
Measuring Success
Primary Metrics
Qualitative Metrics
Candidate Satisfaction (NPS): Survey candidates post-application to gauge satisfaction.
Recruiter Feedback: Collect recruiter feedback on application quality and completeness improvements.
Impact
For Candidates
- One profile, one login, no repetitive form-filling
- Faster applications mean less frustration
- Candidates manage their own data
For Companies
- Higher application completion rates
- Better, more complete applicant data
- Enhanced employer branding
For Workday
- Competitive advantage vs Greenhouse, Lever
- Deeper relationship with users
- Positions as modern, user-first platform
Final Thoughts
By introducing a Universal Profile and one-click Apply, Workday can transform job applications from a chore into a competitive advantage for candidates, companies, and itself.
Key Impact
- Improved Candidate Experience: Reduced friction and frustration
- Higher Quality Applications: More complete and accurate information
- Competitive Advantage: Modern, candidate-friendly platform
Future Considerations
- Smart Recommendations: AI-powered job suggestions
- Application Tracking: Centralized dashboard for managing applications
- Integration Expansion: Connect with more platforms