Third Party accounts in Workday are not connected to any other system at Carleton. Here is how to troubleshoot common questions that arise.
If this information does not help you remember your username, please open a Service Request or call 507-222-5999. ITS can support third party account inquiries during core business hours: Monday through Friday, 8am-5pm.
Technician Note: See Troubleshooting Third Party Proxy Accounts at the Helpdesk
Usernames are created when your student first enters your name into Workday. They are nearly always your first name, then last name, with no special characters or spaces. If more than one person has that first name/last name combination, Workday will add a number to the end of the username.
Your student will have selected which information is available to you by picking from a list during the Manage Permissions for Third Party step. You can then access this information by accessing one or the other of two Apps in Workday:
If you don't see either or both of these apps:
If you don't have the permissions you think you should have, talk to your student. Your student is the only one who can change permissions.
The login page for the Proxy version of Workday allows you to reset your password:
Using the Forgot Password link will prompt you for your username and the email address on file in your student's list of Friends and Family. Workday will then send a password reset link to this email address. The reset link will be good for 1 hour.
Your student will need to update your email address in their records. To do this, they should:
You student can update your name on their records, but this will not change your username. Usernames are created when your student first enters your name into Workday. They are nearly always your first name, then last name, with no special characters or spaces. If more than one person has that first name/last name combination, Workday will add a number to the end of the username.
There are two options for generating a new username:
Technician Note: Assign to the Workday-CC group for account editing.
Technician Note: Assign to the Workday-CC group for account reset.
Try resetting your password using the "Forgot Password" link under the login box of the Third Party version of Workday (link opens in a new tab).
If that doesn't work, the most likely scenario is that your student removed you from their Friends and Family list. Check with your student and have them add you back to their list if you need to see their information.
If your student verifies at you are on their Friends and Family list, your email address listed there is correct, and the Is Third Party checkbox is checked, please open a Service Request or call 507-222-5999. ITS can support third party account inquiries during core business hours: Monday through Friday, 8am-5pm.
Please log in using the Third Party version of Workday (link opens in a new tab) instead of the link in the email notification.
This notification happens if one of two things occurs:
In these circumstances, Workday will present you with this task so that you can see the permissions your student(s) has granted.
This can happen if your student removed you from their account and then re-added you using a different email address, or if you have multiple students and they each entered you using different email addresses.
If you prefer to have all of your Third Party account information in one place, please have your student(s) do the following:
Editing vs removing and re-adding people from a student's Friends and Family list have different consequences. When a student adds a new Friends and Family listing, Workday uses the email address the student enters to determine whether this should be a new Third Party account or whether it should link the student's listing to an existing Third Party account. If a student then edits the email address associated with an account, that new email address becomes the address to which Workday sends notifications and password reset emails , but it does not generate a new Workday account or link the student's information to that new account. If, on the other hand, the student uses the Add button to add a Friends and Family listing, Workday will again use the email address to decide whether to create a new Third Party account or link this student to an existing Third Party account.
It is very easy to miss a crucial checkbox that causes these emails to get sent. Here's how to see if Workday knows it was suppose to send those emails:
If either of these is incorrect:
If the Is Third Party checkbox had not been checked originally, your third party will now receive their invitation emails. You should now proceed to the step of managing permissions for your third party (link opens in a new window).
If the Is Third Party checkbox had been checked originally and only the email address needed changing, your third party will not receive new invitation emails. Instead they should:
If your third party cannot reset their password, please open a Service Request or call 507-222-5999. ITS can support third party account inquiries during core business hours: Monday through Friday, 8am-5pm.
Please refer to the Workday article on managing permissions for your third party (link opens in a new tab). The items you check off during that process are the only items that your third party will be able to see or do.
NOTE: To protect privacy and FERPA rights ONLY the student can adjust these rights. Nobody else at Carleton can do this on the student's behalf.
To protect privacy and FERPA rights, Workday is set up so that nobody except the student can add third parties to their Workday accounts. For this reason, students have to voluntarily go through these steps in Workday to confirm their wishes, even if they had previously set up proxy access in The Hub.
If you have a bill related to the 2023-2024 school year, that will not appear in Workday. Please use The Hub. No financial information will be posted in Workday until July 2024.
Please contact the ITS Helpdesk for assistance: Open a Service Request or call 507-222-5999. ITS can support third party account inquiries during core business hours: Monday through Friday, 8am-5pm.