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Administrator Guide
Last Updated: 2026-06-12
Steps: Set Up the Absence Calendar Experience

Steps: Set Up the Absence Calendar 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 Return from Leave of Absence
    • Request Time Off
  2. Add security groups to the initiating actions on these business process security policies:
    • Correct Time Off
    • Request Leave of Absence
    • Request Return from Leave of Absence
    • Request Time Off
  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:
    • 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) Configure the visibility of the absence balance view,
    Request Absence
     micro calendar, or
    Comment
     field when users request time off. See the
    Request Absence micro calendar
    ,
    View Balances link
    , and
    Comment
     options in Enter Time Off Requests.
  9. (Optional) Configure any help text as needed:
    1. 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
        .
      • You can optionally translate the help text into any target language enabled in your tenant by accessing the
        Translate Business Object
         report (secured to the
        Data Translation
         domain), and from the
        Translatable Business Object
         prompt, selecting
        Manage Absence Help Text
        .
  10. (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.