Workday - HackerRank Test Integration : User Guide

HackerRank Tests integrate with Workday to trigger invites to candidates directly from the Workday Recruiting portal. Recruiters managing candidate profiles in Workday can use this integration to seamlessly carry out skill assessment of external candidates for different job requisitions without leaving the Workday platform. Candidates receive the HackerRank Test invites and take up the challenges. Once done, their score and performance data is automatically available in Workday for further evaluation.

This article describes the integration steps, the steps to trigger HackerRank Test Invites to Candidates from Workday, publish assessment results from HackerRank Test to Workday, and Frequently Asked Questions.

Prerequisites

Send HackerRank Test Invites to Candidates from Workday

Follow the below steps, as a recruiter, to send an invitation to external candidates to take up a HackerRank Test.

Prerequisite: An external candidate should have applied to a Workday job requisition.

Recruiter Workflow

• Log in to Workday Recruiting and open the Job Requisitions section.
• Open any open job requisition and go to Candidates section
• Select the candidate who has applied for the job requisition (Step/ Disposition column should display ‘Review’)
• Select “Move Forward” and click on “Assessment”.

• Once the Candidate is moved to Assessment state, open the new inbox entry labeled “Assess Candidate”
• In the new window that opens, perform the following actions.
• Set Overall Date
• Set Overall Status as “HackerRank Send Invite”.

• Add Assessment from list of assessments available.
• Click "Submit"

HackerRank Workflow

• Once the recruiter clicks “Submit” in the above workflow, a job is scheduled to run every 10 mins from HackerRank side 
• This job checks all those records which are in the “HackerRank Send Invite” state and sends the invitation to respective candidates for taking up coding challenges.

Note: If at this stage, HackerRank finds that the recruiter who has moved the overall status to “HackerRank Send Invite”, doesn’t have a HackerRank account, or the test doesn’t have correct reference ID set, HackerRank doesn’t process the request further. In such cases, the overall status is changed to “HackerRank Declined”.

• Once the invitation is sent to the candidate, the overall status changes to “HackerRank Accepted”.
• At this point, the Assessment status gets changed to “HackerRank Invited”.
• The “Comment” section displays the Assessment link
• You will be able to view the updated statuses from your Workday Account if you click on the “Screening” tab on the candidate’s page.

• Once the Assessment status gets updated to “HackerRank Invited”, the candidate receives the assessment invitation in their inbox along with the Assessment link.

Publish Assessment Results from HackerRank Test to Workday

 Once the candidate finishes taking the challenge, this process is triggered. 

• At this stage, HackerRank checks the answers submitted by the candidate, checks for plagiarism and prepares reports.
• Once the report is prepared, the same is published back to Workday.
• The Status column of the Assessment line item gets updated as one of the following values to match values with HackerRank.
• HackerRank Completed - Evaluation Required
• HackerRank Completed - Qualified
• HackerRank Completed - Failed

Note: For a particular coding challenge in HackerRank, if the cut-off score is set, and if a candidate crosses the cut-off value, his or her status gets updated to “HackerRank Completed - Qualified” in Workday. Similarly, if a candidate fails to cross the cut-off, his or her assessment status gets updated to “HackerRank Completed - Failed”. For all the other cases where the hiring manager’s evaluation is required, the status gets updated to “HackerRank Completed - Evaluation Required”.

• Apart from the Status column, HackerRank also updated the below columns in Workday.
  • Score  (Candidate’s score in the particular coding  challenge is displayed)
  • Comment (Candidate’s percentage score in the same coding challenge is displayed)
  • Results URL (This column is updated with the URL of the candidate’s assessment report).

• Recruiters can click on the URL from Workday and access the candidate’s report that is hosted in HackerRank.

Frequently Asked Questions (FAQs)

I have moved a candidate’s status to “HackerRank - Send Invite” but the candidate has not received the invitation 

The job is set to trigger every 10 mins from HackerRank to check for records in the “HackerRank - Send Invite” state. So, if all other criteria are met, your candidate might take a maximum of 10 mins to receive an invite.

After the Test result is initially synced if I change score in HackerRank, will it be synced back to Workday?

 Yes. The first time we send results to Workday is at the end of the test, once the report is generated. After that, any user action in HackerRank for Work that results in a change of the candidate report will be synced back to Workday. The most important visible changes are:

• A change in the candidate score.
• A change in the status of the test report - for e.g. from HackerRank Completed - Evaluation Required to HackerRank Completed - Accepted, etc. 

What kind of notifications are sent from HackerRank to the candidate and the recruiter?

 From the time HackerRank checks for items in “HackerRank Send Invite” status till the candidate finishes the test, three times mails are triggered from HackerRank for Work to the candidate and the recruiter. Those instances are mentioned below.

• Mail is sent to candidates inviting them to take the test. 
• Mail is sent to candidates when they finish taking the test.
• Mail is sent to the recruiter with a summary of the score that the candidate has scored in the test.

Can we use custom templates for sending emails to candidates?

No, there is no way to customize templates at the assessment level and send them to candidates. HackerRank for Work default template is used to send emails to candidates.