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Administrator Guide
Last Updated: 2026-04-03
Steps: Set Up Job Overlap

Steps: Set Up Job Overlap

You can set up job overlap for 2 workers in 1 position on:
  • Position restrictions when the principal worker has an unknown vacating date.
  • Vacating business processes, such as
    Change Job
     and
    Termination
    , when the principal worker is transferring to another job or leaving the company.
  • Positions when the principal worker goes on leave.
  1. Access the
    Edit Tenant Setup - HCM
     task.
    Configure these job overlap options:
    Option
    Description
    Enable Job Overlap for Vacating Positions
    Enables you to select individual positions for overlap when they become vacant. Designate jobs for overlap in these business processes:
    • Change Job
    • End Additional Job
    • End Contingent Worker Contract
    • End International Assignment
    • Termination
    This selection displays the
    Is this position available for overlap?
     check box on the tasks for these business processes.
    Automatically Select Is This Position Available for Overlap on Vacating Events
    Automatically selects the
    Is this position available for overlap?
     check box on the tasks for these business processes:
    • Change Job
    • End Additional Job
    • End Contingent Worker Contract
    • End International Assignment
    • Termination
    Enable Job Overlap on Position Restrictions
    Enables you to select if a position is available for overlap on the position restriction. This selection enables you to backfill a position when the worker has an unknown vacating date. Example: You can backfill a position for a worker who is on an international assignment.
    Enable Job Overlap Routing Exclusion Rules
    Enables you to create and activate rules that will exclude specific Job Overlap positions from receiving notifications.
    This check box is only available if you've also selected either of these check boxes:
    • Enable Job Overlap for Vacating Positions
    • Enable Job Overlap on Position Restrictions
    Allow Job Overlap for Leave
    Automatically makes positions available for overlap when workers go on leave. Unlike the staffing option, this setting doesn't enable you to select individual positions for overlap. Any current or future-dated leave of absence at the worker level makes positions available for overlap.
    When you enable both of these tenant settings, Workday recommends that you configure the
    Remove Overlap Check Box on Position Restriction
     event service on vacating staffing business processes:
    • Enable Job Overlap for Vacating Positions
    • Enable Job Overlap on Position Restrictions
    When the worker is vacating the position, this configuration ensures that Workday automatically removes the
    Available for Overlap
     check box on the position restriction.
  2. (Optional) Configure the
    Remove Overlap Check Box on Position Restrictions
     event service step on vacating business process.
    If you enabled job overlap on vacating positions and position restrictions, configure the event service step on these business processes:
    • Change Job
    • End Additional Job
    • End Contingent Worker Contract
    • End International Assignment
    • Termination
    You can also configure a step delay for the event service.
  3. (Optional) Configure rules to help reduce the number of notifications workers receive when they're inactive in a job overlap position.
    1. Select the
      Enable Job Overlap Routing Exclusion Rules
       check box on the
      Edit Tenant Setup - HCM
       task.
    2. Access the
      Create Job Overlap Routing Exclusion Rule
       task.
      Create rules specifying which positions that you want to exclude from receiving notifications.
      Security:
      Set Up: Job Overlap Routing Exclusion Rules
       domain in the Staffing functional area.
    3. Access the
      Maintain Job Overlap Routing Exclusion Rules
       task.
      Configure and maintain the rules you created on the
      Create Job Overlap Routing Exclusion Rule
       task.
    Workday excludes positions in job overlap from receiving routing based on the rules you configured. The rules only apply when:
    • There's 2 filled positions in job overlap capable of receiving routing.
    • The recipient is in a role-based security group.
    • You don't delegate or reassign the business process step.
    • The business process step isn't a
      Shared Participation Type
      .
  4. Configure these fields:
    • Job Holder for Position Overlap
       on the
      Job Details
       report on the worker profile.
    • Available for Overlap
       on the
      Create Position
       and
      Edit Position Restrictions
       tasks.
  • If you enabled job overlap on position restrictions, access the
    Edit Position Restrictions
     task. Select the
    Available for Overlap
     check box to make the position available for overlap another worker when the principal worker has an unknown vacating date.
  • If you enabled job overlap on vacating positions, you can select the
    Available for Overlap
     check box on vacating business processes. This selection will make the position available for overlap another worker when the principal worker is leaving the position.
  • If you enabled job overlap for leave, this setting automatically applies to any position filled by a worker who goes on leave.
  • If you enabled job overlap routing exclusions, you can view positions that you excluded from receiving routing. Create a custom report using
    Is Excluded from Routing
     report field on the Position – Position Management business object (secured to the
    Set Up: Job Overlap Routing Exclusion Rules
     domain).