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Administrator Guide
Last Updated: 2025-04-18
Steps: Set Up Time Tracking Notifications

Steps: Set Up Time Tracking Notifications

Create and send notifications to groups of employees who have:
  • Unmatched time clock events.
  • No time entries.
  • Unapproved time review events.
  • Unsubmitted time entries.
You can send notifications according to a notification schedule and can report on workers who have taken action.
  1. (Optional) Access the
    Create Distribution Time Period
     task.
    Create custom time periods that you can select in the
    Content
     prompt when you create scheduled distributions for time tracking. When you run the
    Scheduled Distribution Report
    , Workday uses these time periods to determine if workers took action on the notification on time. Custom time periods enable you to set periods of up to 100 days or 3 months, looking either forward or backward in time. Example: You can create a custom time period that Workday uses to look back by 10 days from the date of the notification to correct unmatched time clock events.
    Security:
    Administer Scheduled Distributions
     domain in the System functional area.
    1. Copy and modify these reports:
      • Unmatched Time Clock Events by Worker
      • Workers with No Time Entry
      • Workers with Unapproved Time Review Events
      • Workers with Unsubmitted Time
      Workday bases the
      Start Date
      ,
      End Date
      , and
      Time Period
       fields on the creation date of the time blocks or time review events.
    2. Access the
      Share
       tab of the copied report.
      Add the time tracking administrator to the
      Authorized Groups
       or
      Authorized Users
      .
  3. Run the custom time tracking reports.
    Enter a
    Time Period
    .
  4. Access the
    Edit Tenant Setup - Notifications
     task.
    Workday mutes email and mobile push notifications for the routing rule by default.
    1. In the
      Notification Delivery Settings
       section, select
      Time Tracking
      .
    2. From the
      Rule
       prompt, select
      Create Notification Routing Rule
      .
    Security:
    Set Up: Tenant Setup - BP and Notifications
     domain in the System functional area.
  5. Access the
    Create Scheduled Distribution
     task.
    You can create and send notifications to employees identified in the custom reports.
    Security:
    Administer Scheduled Distributions
     domain in the System functional area.
    As you complete the task, consider:
    Option Description
    Content Type
    • Send the
      Review Time
       task to reviewers who have time review events pending their approval.
    • Select
      Enter Time
       to send the
      Enter My Time
       task to workers who have unsubmitted time entries, unmatched time clock events, or no time entries.
    • Select
      Worker Notifications
       to distribute notifications without linking to a task.
    Content
    Select the period of time from the notification launch date that you want to include in the search. Use the same time period that you selected when you ran your custom time tracking reports. Scheduled distributions don't expire, so you don't need to relaunch or reconfigure them.
    • Last 14 Days
       to search minus 14 days from the date that you send out the notification.
    • Last 7 Days
       to search minus 7 days from the date that you send out the notification.
    • This Month
       to search from the first day of the month until the date that you send out the notification.
    Type
    Select the audience for your report from an organization or from a custom report. When you use a custom report, in the
    Report Criteria
     grid, select the same time period you selected for
    Content
    .
    Selection
    Select a report from the time tracking custom reports that you created and ran.
    Channels
    Select the notification channels.
    Message
    Enter the message that you want to include in your notification. You can include links in your message.
    Run Frequency
    Select the frequency for sending the distribution.
(Optional) Run the
Distribution Records
 report to validate which recipients took action on the notification.