Workday is the enterprise HR platform trusted by some of the largest organizations in the world. If your company uses Workday to manage hiring and onboarding, you can now automate criminal record checks for every new employee using Fastkey and Zapier. The moment a new worker is added in Workday, a criminal record check request is automatically sent — no manual steps, no delays.
How It Works
This integration connects Workday to Fastkey through Zapier:
- Trigger: A new worker is created in Workday
- Action: Fastkey automatically sends the employee a criminal record check request via email
- The employee completes the verification through Fastkey's secure online process
- Results are delivered — the completed RCMP criminal record check report is available in your Fastkey dashboard
Your HR team doesn't have to copy employee data between systems, submit manual requests, or track who has and hasn't been screened. It all happens automatically.
Why Automate Background Screening with Workday?
Enterprise organizations that use Workday are often hiring at scale — across multiple departments, locations, and business units. At that volume, manual background screening creates serious risks:
- Inconsistency: Some hires get screened, others slip through the cracks
- Delays: Screening requests sit in someone's queue while the new hire waits to start
- Data entry errors: Copying names, emails, and dates of birth between systems introduces mistakes
- Compliance gaps: In regulated industries, missing a background check can result in fines or legal liability
Automation eliminates all of these problems. Every new worker in Workday is screened the same way, at the same time, with no manual intervention.
What Is a Criminal Record Check?
A standard criminal record check is a name-based search of the RCMP National Repository of Criminal Records. It checks whether any criminal records exist matching the person's name and date of birth. Fastkey handles the entire process digitally — the employee verifies their identity online and results are typically delivered within days.
Understanding the Results
When a criminal record check is completed, you'll receive one of three results:
Negative: No criminal records were identified matching the employee's name and date of birth. This is the most common result and means the search came back clear.
Incomplete: The search could not be completed based on the information provided. The employee may need to submit fingerprints to the RCMP for positive identification. This doesn't mean they have a record — it means more information is needed.
Confirmation: A possible match to a criminal record was found. This is based on name and date of birth only — an absolute confirmation requires fingerprint comparison.
Industries That Benefit Most
Financial Services
Banks, insurance companies, and investment firms using Workday are required to screen employees who handle financial transactions, client accounts, or sensitive data. Automate screening for every new hire across all business units.
Healthcare
Hospitals, health networks, and pharmaceutical companies need to screen employees who work with patients, controlled substances, or health records. Criminal record checks are often required by provincial regulations.
Government and Public Sector
Government agencies and Crown corporations that use Workday can automate the security screening process for new employees. Essential for roles involving public trust, classified information, or vulnerable populations.
Education
Universities, school boards, and educational institutions need to screen employees who interact with students. Automating the process ensures every new hire — from faculty to support staff — is screened consistently.
Technology
Tech companies that handle sensitive customer data, intellectual property, or operate in regulated sectors benefit from automated screening. Particularly important for roles with access to production systems or customer information.
Setting It Up
- Create a Fastkey account at fastkey.com/register (Business account required)
- Search for "Fastkey" and "Workday" on Zapier to find the template
- Connect your Workday account — Zapier will guide you through the Workday API configuration (requires a Workday Integration System User)
- Connect your Fastkey account — enter your Fastkey email and password
- Map the fields — match the employee's name, email, and phone from Workday to Fastkey's verification request fields
- Turn on your Zap — every new worker added in Workday will be automatically screened
Note: Connecting Workday to Zapier requires an Integration System User (ISU) with appropriate permissions in your Workday tenant. Your Workday administrator can set this up — Zapier provides step-by-step instructions during the connection process.
Completing the Workflow
Once the criminal record check results come back, you can chain additional Zaps to keep your records organized:
- Save the PDF report to Google Drive or SharePoint — maintain a permanent record alongside the employee's HR file
- Log the result in Google Sheets — create a screening tracker that updates automatically
- Send a Slack or Microsoft Teams notification — alert the HR team or hiring manager when results are ready
- Email the report — forward the completed check to the compliance team or department head
Enterprise Scale, Zero Manual Effort
Whether you're hiring 10 employees or 10,000, the automation works the same way. Every new worker in Workday triggers a criminal record check through Fastkey. No spreadsheets, no copy-paste, no one falling through the cracks. Your compliance team gets consistent, documented screening for every hire.
Get Started
Automate criminal record checks for your Workday workforce. Connect Workday to Fastkey through Zapier and let screening happen automatically for every new employee. Visit our Zapier integration page for setup instructions and more workflow ideas.