HCM – Worker Information¶

Source: Admin Guide – Human Capital Management (May 14, 2026), pp. 28–175

Overview¶

Worker Information covers configuration and management of personal data, documents, worker experience records, and country-specific reporting requirements.

Contact and Personal Information¶

What It Is: Enables collection of worker consent preferences for how personal information is processed.

Business Benefits: - GDPR and global regulatory compliance - Explicit consent by country for personal data use - Worker self-service consent management - Supports data purge for workers who don't consent

Key Configuration: - Configure via Change Personal Information business process - Workers can manage consent via Manage Active Consent Preferences task

Security Domains (Active Consent functional area): | Domain | Purpose | |--------|---------| | Active Consent | View worker consent preferences and report fields | | Self-Service: Active Consent | Workers manage consent via Change My Personal Information or Onboarding tasks | | Set Up: Active Consent | Configure processing purposes and consent preferences by country |

Key Considerations: - Active consents are country-specific; a single active consent applies to all selected personal information fields - Creating a new configuration replaces the previous one; workers must re-consent - For data purge: ALL consent preferences for a purpose must be "Do Not Consent" in all countries - Acknowledgement ≠ Consent: acknowledgement is a checkbox and is not considered in a purge - Test data purging in Sandbox before Production; purge cannot be reversed

Limitations: Workday doesn't transfer consent preferences when a candidate becomes a worker.

Personal Information by Country¶

What It Is: Concurrent maintenance, viewing, and reporting of multiple country-specific personal information sets for a worker.

Applicable Scenarios: - International transfer (active position moves to another country) - International assignment (2 active positions: home + host country) - Additional jobs in multiple countries - Pre-hire tracked in a country outside their position

Security Model: - Role-based users: access personal info associated with the country of positions they can access - Unconstrained users: access personal info for any country (use country-segment security groups to restrict) - Self-service users: see only personal info for current and future position countries (configurable policy to expand)

Configurable Fields for Personal Information¶

Admin task: Maintain Configurable Fields — add organization-specific fields to worker personal information screens.

Public Profile Preferences¶

Controls which worker data appears on public-facing Workday profiles. Configure via Manage Public Profile Preferences task.

Names¶

Maintain Name Components by Country — define country-specific name component requirements
Supports multiple name formats (legal, preferred, local) per country

IDs¶

Manage worker ID types and assignment. Configure via Maintain ID Types task. Supports government-issued and organization-defined IDs.

Contact Information¶

Addresses, phone numbers, and email addresses. Role-based and segmented security controls visibility.

Vaccination and Workplace Test Tracking¶

Track worker vaccination status and workplace test results. Configure fields and business processes for data collection and reporting.

Worker Photos¶

Load Worker Photos Individually — admins or workers upload photos via profile.

Steps: Set Up Integration to Load Worker Photos in Bulk — use an EIB or integration to bulk-load photos.

Security for Worker Photos: Controlled by security policy on Worker Photo domain.

Worker Documents¶

Maintain Worker Documents — upload, manage, and categorize documents attached to worker records. Configure document categories and security.

Personal Notes¶

Set Up Personal Notes — configure the Personal Notes feature so HR and managers can add private notes to worker records.

Reference Letters¶

Steps: Manage Reference Letters — create and track reference letters for workers.

Steps: Set Up Segmented Security for Reference Letters — restrict reference letter access by segment.

Find and Compare Workers¶

Compare Workers — side-by-side comparison of worker attributes.

Concept: Finding Workers — search workers using global search, reports, and worklets.

Concept: Worker Tags — assign descriptive tags to workers for filtering and grouping.

Concept: Employee Timeline — visual timeline of worker's employment history and key events.

Concept: Previous System History — import and display historical employment data from legacy systems.

Reference: Worker Attributes — complete list of reportable worker attributes.

Former Workers¶

Steps: Manage Former Worker Data — retain and manage data for terminated workers.

Concept: Rehire Former Workers — process and considerations for rehiring; previous data is retained.

Troubleshooting: Can't Reuse Employee ID for a Rehired Contingent Worker — known limitation and resolution steps.

Worker Experience¶

Skills and Experience¶

Steps: Set Up Skills and Experience — configure skill categories, proficiency levels, and experience types.

Manage Skills and Experience — workers and managers maintain skill records.

Concept: Crowdsourced Skills and Experience Management — peer-sourced skill endorsements and updates.

Concept: Work Experience and Training Types — define valid types for work history and training records.

Competencies¶

Define competency models used in performance reviews, job profiles, and talent assessments. Configure via Maintain Competencies task.

Certifications¶

Track professional certifications per worker. Configure certification types and expiration rules. Supports notification on expiration.

Job History¶

Import and display historical job data (pre-Workday or prior organizations).

Talent Statements¶

Steps: Set Up Talent Statements — enable workers to write and maintain talent statements (career interests, skills summary).

Set Up Segmented Security by Talent Statement Type — control visibility of statement types by security group.

Concept: Talent Statements — statements are used in talent reviews, succession, and profile visibility.

Country-Specific Information and Reporting¶

Locally Required Information¶

Maintain Localization Settings — enable country-specific fields and behaviors.

Maintain Name Components by Country — define required name components per country.

Concept: Custom Label for Country — override field labels by country.

Concept: Locally Required Reporting — Workday-delivered reports for country compliance.

Reference: Locally Required Personal Information — per-country list of required personal data fields.

China Employment Requirements¶

Maintain China Subregions / Maintain Location Subregions — configure subregion data required for China employment reporting.

Concept: China Employment Requirements — required fields and process for China-based workers.

France Reporting Requirements¶

Task	Purpose
Steps: Set Up for MMO Preparation (France)	Monthly workforce declaration
Steps: Set Up for RUP Reporting	Unique personnel register
Steps: Set Up for DPAE Preparation (France)	Pre-hire declaration
Steps: Set Up Establishments for DPAE Reporting	Establishment-level configuration
Steps: Set Up Companies for DPAE Reporting	Company-level configuration
Reference: Worker Data Requirements for DPAE	Required worker data fields for DPAE

United States Reporting Requirements¶

Topic	Coverage
Concept: US Regulatory Reporting	Overview of EEO, VETS, ACA, and other US requirements
Veteran Status	Configure veteran status fields and collection
EEO	Configure EEO job categories, establishment assignments, and reporting
Self-Identification of Disability	Configure ADA self-identification workflow
Self-Identification of Ethnicity and Race (SF-181)	Federal form workflow for race/ethnicity

Establishments¶

Steps: Set Up Establishments — define reporting establishments for regulatory filings. Establishments group workers for EEO and other reports.

Global Library¶

Reference: Global Library — Workday-managed library of country-specific data (e.g., national ID types, address formats, phone formats).

Reference: Default Establishment Assignments — how Workday assigns workers to establishments by default.