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Administrator Guide
Last Updated: 2026-05-15
Steps: Configure Microsoft Outlook Calendar for Learning

Steps: Configure Microsoft Outlook 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 email invites.
To create calendar events, the integration needs ReadWrite access to a single mailbox defined in the tenant setup. Workday uses this to send calendar events to learners and instructors.
See Configure Application Access Policy and Limit Application Permissions to Specific Exchange Online Mailboxes to configure policy rules using Microsoft Powershell to restrict ReadWrite access to one mailbox.
  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
    Microsoft Outlook 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. Activate Pending Security Policy Changes.
  6. Access the
    Edit Tenant Set Up – HCM
     task.
    In the
    Learning
     section, enter values for these fields on the
    Parameter
     grid to customize your message templates. Consult with your IT department for these values:
    • Client ID
    • Client Secret
    • Mailbox
    • Tenant ID
    Workday masks the values that you enter for
    Client ID
     and
    Client Secret
     when you set up this integration for the first time. After set up, we don't display the full values to provide additional security for this sensitive information. We recommend that you set up a new mailbox to manage your invites as the mailbox might get busy.
  7. 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.
    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 display 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.
    The Microsoft email service can apply additional sending limits that affect delivery, queuing, and throttling. For authoritative mailbox-level limits and message trace behavior, refer to Microsoft documentation for the Microsoft email service, and use Process Monitor diagnostics for the integration run on the Workday side.
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. This value summarizes Learning calendar integration activity processed in that window, including new invitations and updates that refresh calendar events, and might not match the number of messages you see in the integration mailbox Sent items folder or in message trace results for the Microsoft email service.
  • The number of invites that ran in the past 24 hours.
  • Related course offerings and lessons for any pending invites
You can view this report only when you enable Microsoft Outlook Calendar integration for your tenant.