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Administrator Guide
Last Updated: 2025-05-16
Steps: Set Up the Team Absence Calendar

Steps: Set Up the Team Absence Calendar

  • Security:
    Set Up: Time Off (General)
    domain in the Time Off and Leave functional area.
In September 2025, we plan to retire the legacy
Time Off and Leave Calendar
. Workday recommends that you use the more flexible
Team Absence Calendar
 report, which enables you to edit time off requests as part of the new experience.
Team Absence enables managers and workers to see absence requests for their teams and extended organization from the calendar to:
  • Coordinate time off and leave requests.
  • Manage team resources.
You create access groups to:
  • Define the pool of workers an employee can view on the calendar.
  • Select the time off and leave types that an access group can view.
Workday provides 2 views for employees:
  • Manager Self Service:
     Managers have access to the
    Team Absence Calendar
     report, which lists both in-progress and approved absence requests for their teams.
  • Employee Self Service:
     Workers can click
    View Teams
     when requesting absence to view absence requests for their team and other organizations that they have access to. They can only view approved current or future-dated absence requests (not past).
  1. Access the
    Configure Team Absence
     task.
  2. On the
    Manager Self Service
     tab, create access groups by selecting assignable roles and organization type pairs.
    You can grant access to members of subordinate organizations and workers with Is Leader roles. As you complete this task, consider:
    Option Description
    Assignable Role
    The assigned roles that have access to the selected organization types. Examples:
    • Select the
      Manager
       role and the
      Supervisory
       organization type so that managers can view requests for their supervisory organizations.
    • Select the
      Absence Partner
       role and the
      Cost Center
       organization type. Workers have access to the members of cost centers in which they have the Absence Partner role assigned.
    Organization Types
    The organization types that the managers can access, based on their assigned roles.
    Subordinate Organizations
    The number of lower levels that managers can access, based on the organization in which they have an assigned role.
    Leader Roles
    Grants access to workers with an Is Leader role for the organization type.
  3. On the
    Employee Self Service
     tab, create access groups by selecting the group criteria and organization types.
    Workers have access to the members of the selected organization types in which they have any of the selected job profiles. You can grant access to members of subordinate organizations and workers with Is Leader roles. As you complete this task, consider:
    Option Description
    Group Criteria
    Specify whether all workers, or workers with certain job profiles, have access to view approved absence requests for members of the selected organization types.
    Organization Types
    The organization types that the group can access, both supervisory and nonsupervisory. You can select custom organization types specific to your industry or tenant such as districts and stores. Example:
    Store District
     and
    Store
    .
    Subordinate Organizations
    The number of lower levels that workers can access based on the organization in which they have an assigned role.
    For optimal performance, Workday recommends that you don't provide Employee Self Service (ESS) access to subordinate organizations more than 2 levels below the worker's level.
    Leader Roles
    Grants access to members of the group (either all workers or workers with a specific job profile) to view absences of workers in the selected organization types who have an Is Leader role. Workers can view these absences when they either:
    • Select
      Actions
      View Teams
       on the
      Manage Absence
       report.
    • Click
      View Teams
       on the
      Request Absence
       task.
    Workday automatically includes workers with Is Leader roles when selecting an organization on the
    Team Absence Calendar
     report.
    Always Display Workers on Calendar
    Automatically displays team mate absences on your calendar.
  4. On the
    Time Off Visibility
     and
    Leave Type Visibility
     tabs, select the
    Visible for Team Absence
     check box for each absence type to display the selected types on the team calendars.
    The security policies for these business processes take precedence over the values that you configure on the
    Configure Team Absence
     task:
    • Correct Time Off
    • Request Leave of Absence
    • Request Time Off
    In the
    Who Can Do Actions on Entire Business Process
     section of these business process security policies, users in the
    Security Groups
     field for the
    View All
     action can see events on the
    Team Absence Calendar
    .
    Managers and absence administrators can use
    Team Absence Calendar
    . For this calendar, the visibility settings on the 
    Configure Team Absence
     task and the
    View All
     action on the security policies both apply, regardless of whether you configure the business processes.
  5. Grant permissions on these domains:
    Domain
    Description
    Worker Data: Team Absence Calendar
    Permissions on the domain grant access only to the
    Team Absence Calendar
     report. The access groups that you configure on the
    Manager Self Service
     tab grant access to specific workers and their time off and leave requests.
    Self-Service: Team Absence Calendar
    Permissions on the domain grant access only to the
    View Team
     button. The access groups that you configure in the
    Employee Self Service
     tab grant access to specific workers and their time off and leave requests.
This example displays how to set up access groups for:
  • Managers and workers of supervisory organizations.
  • Workers of nonsupervisory, custom organizations.
Mario Morales manages the US and Canadian Property Management organization at his company. To balance resources for his projects, Mario needs to track the absence requests for his employees. He’s an assigned role of Manager in both the Property Management - US Group and the Property Management - CAN Group supervisory organizations.
Likewise, the workers in these organizations need to see the approved absences of their teammates to help manage projects and to know when to ask for time off. As the absence administrator, you set up 3 access groups for:
  • The manager of a supervisory organization.
  • Workers in a supervisory organization that report to the manager.
  • Workers in a nonsupervisory, custom organization.
On the
Manager Self Service
 tab, you create an access group called
Manager - Supervisory
. On the
Employee Self Service
 tab, you create an access group called
Employees - Supervisory
.
Access Group
Members
Organization Types
Supervisory Organizations
Leader Roles
Manager - Supervisory
Assignable Roles
:
Manager
Supervisory
Include Subordinate Organizations to Level:
 1
Selected
Employees - Supervisory
Group Criteria
:
All Workers
Supervisory
No Subordinate Organizations
Selected
Store Employees - Custom
Group Criteria
:
Job Profile
:
Store Clerk
  • Store District
  • Store
No Subordinate Organizations
Selected
When Mario accesses the
Team Absence Calendar
 report, he sees both supervisory organizations listed in the
Organizations
 prompt because he’s an assigned role in each. He can select 1 or both organizations. He can also select individual members from the
Workers
 prompt.
When workers in the
Employees - Supervisory
 group requests an absence, they can click
View Teams
 on the calendar. The calendar displays the approved requests of their teammates in their supervisory organization.
When workers in the
Store Employees - Custom
 group request absence, they can click:
  • View Teams
     on the calendar, and select the custom organization types from the
    Organizations
     prompt. The calendar displays the approved requests of their teammates in the custom organization.
  • Worker
     to view individual workers, after they clear the
    Organization
     prompt.
You can use the
Configure Worklet
 task to:
  • Add the
    Team Absence Calendar
     report to the
    My Team
     worklet.
  • Remove the
    Time Off and Leave Calendar
     from the
    My Team
     worklet.
  • Add the
    View Teams
     report to the
    Time Off
    and
    Absence
     worklets.
Concept: Security Policies
Concept: Custom Organizations
Set Up Assignable Roles
Set Up Nonsupervisory Organizations
Maintain Organization Types