Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2025-10-03
Steps: Configure Google Calendar for Learning

Steps: Configure Google Calendar for Learning

You can create calendar invites that automatically sync with course offering updates and enrollment events. The integration ensures that learners have the most current information in their calendars as they receive updated invites when the course offering changes. If the offering is cancelled; or the attendee drops or is dropped from the offering, they receive a cancellation email.
Workday doesn't retroactively add the calendar integration for existing course offerings. Additionally, Workday prevents you from downloading the iCalendar (.ics) file type for offerings scheduled after activating the feature.
The calendar integration only processes calendar events created in the same tenant type. Example: Events created for old course offerings in an Implementation tenant won't be picked up in your Production tenant. Workday recommends that you cancel any such course offerings in Production and create new offerings or copy the old offerings before enrolling learners.
Workday recommends caution when testing this feature in non-Production environments as learners will receive real emails.
  1. Register the Learning Integration with Google.
  2. (Optional) Access the
    Create Integration System User
     task.
    Create an integration system user (ISU). We recommend using
    Learning_Integrations_User
     for the user name.
    Security:
    Integration Security
     domain in the Integration functional area.
  3. Access the
    Edit Tenant Setup - HCM
     task.
    1. In the Learning section, select the
      Enable Calendar Integration
       check box.
    2. As you complete the
      Learning Calendar Integration
       section, consider:
    Option Description
    Calendar Provider
    Select
    Google Calendar
    .
    Integration System User
    Select the ISU you created.
    Security:
    Set Up: Tenant Setup - HCM
     in the System functional area.
  4. As you complete the landing page, consider:
    Option Description
    Type of Tenanted Security Group
    Select
    Integration Security Group (Constrained)
     or
    Integration Security Group (Unconstrained)
    .
    Name
    We recommend using
    Learning_Integrations_Group
    .
    Assign your ISU to the integration system security group you create.
  5. Add the
    Set Up: Learning External Content Integrations
     domain to the
    Report/Task Permissions
    section with
    View
     and
    Modify
     access, and
    Integration Permissions
     section with
    Put
     access.
  6. Activate Pending Security Policy Changes.
  7. Access the
    Edit Tenant Set Up – HCM
     task.
    As you complete the
    Learning Calendar Integration
     section on the
    Parameters
     grid, consider:
    Option Description
    Service Owners Key
    Workday uses this text after you set up the project on Google Cloud Platform. Contact your IT department or Cloud administrator to set this up.
    Mailbox
    Enter the email address from which you want to generate the calendar invites. Ensure that this email address matches the address entered in Google Cloud Platform. We limit the number of emails you can generate in 24 hours to 10,000 internal emails and 3,000 external emails.
    Restricted to Environment
    When you select an environment, Workday prevents your Preview settings from overriding your Production settings when your Production tenant data is used to refresh your Preview tenant data.
  8. Access the
    Manage Learning Calendar Message Templates
     task.
    Create and manage content for your classroom, virtual classroom, and cancellation message templates.
    • Workday enables you to configure message templates at tenant level and applies them to all email invites generated as a result of this integration.
    • The integration doesn't run until you configure message templates so that empty calendar invites don't go out to learners.
    • The integration doesn't utilize domain-wide delegation, ensuring that Workday doesn't have read and write access to all mailboxes in your tenant.
    Security:
    Set Up: Learning Catalog
     in the Learning Core functional area.
  • Instructors and enrolled attendees receive the same version of the invite. Attendees can't view other attendees on invites.
  • Workday uses the learner's time zone to send invites and displays them correctly in their calendar.
  • Workday sends email invites to learners with any email client.
  • Workday limits attendees on a single invite to 500, and automatically creates another invite when you reach this limit. You can generate a maximum of 9,900 emails in 24 hours.
Access the
Learning Calendar Integration Status
 report to view:
  • Whether the integration is running at that moment. The integration is set to run every 15 minutes.
  • The number of invites sent in the past 24 hours.
  • The number of invites that ran in the past 24 hours.
  • Related course offerings and lessons for any pending invites
You can only view this report when you enable Google Calendar integration for your tenant.