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Administrator Guide
Last Updated: 2023-06-23
Add Calendar Events

Add Calendar Events

  • Create work schedule calendars, holiday calendars, or both.
  • Security:
    Set Up: Calendar
     domain in the System functional area.
A calendar event is an entry in a holiday or work schedule calendar that spans a certain duration.
Workers can't edit their own calendar events. To enable workers to edit their work schedules, configure their work schedule calendars to use schedule patterns instead. Use calendar events if you need to schedule more than 1 shift or meal per day.
  1. Access the relevant report:
    • View Holiday Calendar
    • View Work Schedule Calendar
  2. From the related actions menu of the calendar, select
    Calendar
    Add Calendar Event
    .
  3. (Optional) For work schedule events, enter a
    Display Name
     that workers can see when viewing their work schedules in Time Tracking.
    Without a display name, the calendar event details display in Time Tracking without a name.
  4. Select the event
    Start Date
    .
  5. Define the duration of the event:
    • Enter the
      Start Time
      ,
      End Time
      , and
      End Date
       or
    • Select
      All Day Event
       if the event represents 24 hours.
  6. (Optional) Add
    Meals
     to work schedule events that have start and end times.
    You can add up to 2 meals to a work schedule event. Workday subtracts the meal duration from the total duration of the event.
    1. Click
      Add
      .
    2. Enter a
      Start Time
       and
      End Time
      .
  7. If the event is recurring, select the
    Recurrence Interval
     to activate the
    Daily
    ,
    Weekly
    , or
    Monthly
     fields.
    One Time Event
     is relevant when the event never repeats or it occurs at unpredictable intervals. Example: A company holiday that occurs in a different month every year.
    If a holiday occurs every year, set it up as a recurring event.
  8. In the
    Recurrence Range
     section, specify how long the event recurs.
    Enter an
    End Date
     or leave the
    End Date
     blank to have the event recur indefinitely.
    Example: Leave the
    End Date
     blank to have the New Year's Day holiday recur every year.
Define work hours for a work schedule calendar
Hourly workers who enter in/out times are scheduled to work the following hours Monday through Friday:
  • 8:00 AM to 12:00 PM
  • 1:00 PM to 5:00 PM
Create a work schedule calendar called
In/Out Schedule
 and add an event called
Workers with In/Out Time
:
Field
Value
Start Date
2016-01-01
Start Time
8:00 AM
End Date
2016-01-01
End Time
12:00 PM
Recurrence Interval
Daily Recurrence
Recurs Every Weekday
Select this option
Add a second event for the hours from 1:00 PM to 5:00 PM.
Add a recurring holiday that has the same date each year
You want to add New Year's Day to your holiday calendar and have the holiday recur every year. Access the calendar and add an event with these values:
Field
Value
Start Date
2016-01-01
Start Time
8:00 AM
End Date
2016-01-01
End Time
5:00 PM
Recurrence
Monthly Recurrence
Month(s)
January
Day(s) of the Month
1st
Add a recurring holiday that occurs the first Monday of September
Access the holiday calendar and add an event that recurs every year:
Field
Value
Start Date
2016-09-05
Start Time
8:00 AM
End Date
2016-09-05
End Time
5:00 PM
Recurrence
Monthly Recurrence
Month(s)
September
Day of the Week in Month
First Monday
Managers can access the
My Team's Schedule
 report for Workday Time Tracking to view and edit work schedule blocks for their direct reports in a daily or weekly calendar view.