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Administrator Guide
Last Updated: 2025-05-30
Steps: Set Up the Absence Calendar Experience

Steps: Set Up the Absence Calendar Experience

In September 2025, we plan to retire these legacy reports and tasks:
  • Absence Calendar
  • Place Worker on Leave
  • Request Leave of Absence
  • Time Off Calendar
To aid in your transition to Absence Calendar Experience on desktop and mobile, Workday recommends that you familiarize yourself and groups of users by configuring the initiating actions for the experience instead.
As we plan to retire the
Time Off and Leave Calendar
, we advise that you use the more flexible
Team Absence Calendar
 report, which enables you to edit time off requests as part of the new experience.
You can set up the Absence Calendar Experience to enable:
  • Workers to request time off and leave of absence on desktop and mobile.
  • Managers and administrators to manage absence requests.
  1. Edit Business Processes.
    Configure these Absence business processes in the Time Off and Leave functional area:
    • Correct Time Off
    • Request Leave of Absence
    • Request Time Off
    We plan to retire the
    Absence Calendar
     business process. When you uptake the New Absence Calendar Experience, remove any security groups from the initiating actions on the legacy
    Absence Calendar
     business process security policy.
    1. Add security groups to the initiating actions on these business process security policies:
      • Correct Time Off
      • Request Leave of Absence
      • Request Time Off
    2. Remove security groups from the legacy initiating actions on these business process security policies:
      • Absence Calendar
      • Correct Time Off
      • Request Leave of Absence
      • Request Time Off
    Compare the legacy initiating actions that correspond to the initiating actions for the new Absence Calendar Experience:
    Legacy Calendars
    Absence Calendar Experience
    Correct Absence
    Edit Time Off for a Worker
    Correct My Absence
    Edit Time Off for Self
    Correct My Time Off
    Edit Time Off for Self
    Correct Time Off
    Edit Time Off for a Worker
    Enter Absence
    • Request Leave for a Worker
    • Request Time Off for a Worker
    Enter Time Off
    Request Time Off for a Worker
    Place Worker on Leave
    Request Leave for a Worker
    Request Absence
    • Request Leave for Self
    • Request Time Off for Self
    Request Leave of Absence
    Request Leave for Self
    Request Time Off
    Request Time Off for Self
  3. (Optional) Specify how to display leave-entitlement balances when using the Absence Calendar Experience. For each leave type:
    1. Access the
      Edit Leave Type
       task.
    2. On the
      Balance / Leave Taken
       tab, select a display option from the
      Calendar Display
       prompt.
  4. You can group together similar types of time offs, leave types, or absence tables, when submitting an absence request.
  5. (Optional) Set up segmented security for time off and leave types on these domains:
    • Access Leave Type (Segmented)
    • Access Time Off (Segmented)
    See:
  6. (Optional) On the Home page, add these tasks to any existing worklets or dashboards you're using in place of legacy absence or time off tasks:
    • Manage Absence
    • Request Absence
    You can also add them as apps or worklets to the
    View All Apps
     section of the Home page to provide faster access from the Global Navigation Menu. See:
  7. (Optional) Access the
    Edit Tenant Setup – HCM
     task.
    In the
    Time Off
     section, select either of these default values for
    Balances as of date in the New Absence Calendar Experience
    :
    • As of end of calendar year
    • As of today
  8. (Optional) Access the
    Current Delegations
     report to review delegations in specific organizations.
    Ensure that you inform users that they need to update active delegations for legacy initiating actions, where necessary. Replace the legacy initiating actions with the corresponding initiating actions for the Absence Calendar Experience. See:
  9. (Optional) Review any
    To Do
     steps on these business process definitions:
    • Correct Time Off
    • Request Leave of Absence
    • Request Time Off
    Replace any legacy tasks with the corresponding tasks in the Absence Calendar Experience.
  10. (Optional) Review any custom reports with fields or filters that reference the legacy tasks and update as needed.
  11. (Optional) Configure any help text as needed:
    1. Review any help text configured on these business processes:
      • Absence Calendar
      • Correct Time Off
      • Request Leave of Absence
      • Request Time Off
      You can set up help text for steps in the
      Correct Time Off
      ,
      Request Leave of Absence
      , and
      Request Time Off
       business processes by selecting
      Business Process
      Maintain Help Text
       from the related actions menu of the business process definition. Workday displays the help text in the
      Request Absence
       micro calendar based on the type of absence and the respective business process. Example: When you correct a time off request, we display help text from the
      Correct Time Off
       business process. See Steps: Configure Business Process Definitions.
    2. To set up help text on the
      Manage Absence
       calendar:
      1. Access the
        Maintain Manage Absence Calendar Help Text
         task (secured to the
        Set Up: Leave of Absence
         and
        Set Up: Time Off
         domains).
      2. Select a condition rule and enter the help text.
      The list of condition rules are the help text condition rules created on the business process. You can:
      • Create help text condition rules from the related actions menu of the business process. Select
        Business Process
        Maintain Help Text
        . From the
        Condition
         prompt, select
        Create Help Text Condition Rule
        .
      • Translate help text into any target language enabled in your tenant. See Concept: Business Process Templates.
  12. (Optional) Create custom labels to replace any of these terms that your organization doesn't use:
    • Absence
    • Leave
    • Time Off
    You can use custom labels to replace them with an alternative that's appropriate for your organization. See:
Managers can:
  • Request time off and leave for a worker using the
    Manage Absence
     report or the
    Request Absence
     task.
  • Correct worker absence requests using the
    Manage Absence
     report.
Workers can:
  • Request time off and leave using the
    Manage Absence
     report or the
    Request Absence
     task.
  • Correct time off using the
    Manage Absence
     report.