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Administrator Guide
Last Updated: 2026-03-13
Set Up Time Entry Templates

Set Up Time Entry Templates

Security:
Set Up: Time Tracking
 domain in the Time Tracking functional area.
You can configure the foundational aspects of a worker's time entry calendar, including:
  • The default time entry code to associate with reported time.
  • Whether workers are required to enter comments on time entries.
  • Meal and break options.
  1. Access the
    Create Time Entry Template
     task.
  2. Select an effective date.
    You can add additional past- or future-dated dates.
  3. Assign a
    Default Time Entry Code
    .
    The code you select:
    • Populates the
      Time Type
       prompt on the time entry calendar.
    • Applies to time entered for projects and tasks.
    • Ensures that all time has a time entry code.
    • Determines the section of the time entry calendar from which workers can select projects and tasks:
      Hours/Units
       or
      In/Out Times
      .
    Workers are eligible for the default code even when it doesn’t belong to a time code group. However, we recommend that you always include the default time code in a time code group that the worker is eligible for.
  4. (Optional) Select the
    Enable Workday Scheduling
     check box to enable Workday to use data from Workday Scheduling in Time Tracking.
    To enable Workday Scheduling or Workday Scheduling and Labor Optimization, contact your Customer Base Account Executive. Workday Scheduling and Labor Optimization are separate products (SKUs) that require separate licenses.
  5. On the
    Effective-Dated
     tab, expand the
    Time Entry
     section.
  6. Complete the
    In/Out Entry Options
     section, consider:
    Option Description
    Allowable Types for Out Time
    Select the type that your workers can use when reporting an Out time. Your selection here affects:
    • The default in/out patterns you can select.
    • Whether you can create time blocks for breaks.
    • Your options in the
      Time Shift
       section.
    Default In/Out Pattern
    The default in/out pattern displays in the
    In/Out Times
     section on the
    Enter Time
     grid. The pattern doesn't apply to alternate time entry methods (such as Quick Add or Auto-fill). Workers can add or subtract rows, and change the out type according to the time entry template and time entry code.
    Track In and Out times down to the second
    Track seconds for all reported times, calculated times, and durations associated with this time entry template.
    Enable Optional Out Times
    Makes the
    Out
     field optional when workers enter time using these time entry methods:
    • Enter Time by Week.
    • High-Volume Time Entry.
    • Time Entry Calendar.
    • Quick Add.
    Note: Incomplete time blocks don’t match with time clock events.
    Prevent Submission of Incomplete Time Blocks
    Prevents workers from submitting time when their submission includes incomplete time blocks. This option is available only when you select
    Enable Optional Out Times
    .
  7. (Optional) In the
    Worker Edits for Check In and Check Out Tasks
     section, enable workers using the check-in and check-out time entry methods to edit their check-in and check-out times on mobile devices.
    Set threshold values from 0-120 minutes.
    You can't enable this feature when you enable:
    • Geofences by scheduled shift location.
    • Shift matching for Workday Scheduling.
    We recommend you don't enable this feature and time attestations on the same time entry template.
  8. (Optional) Complete the
    Shift Matching for Workday Scheduling
     section, consider:
    Option Description
    Enable Shift Matching for Workday Scheduling
    Enables Workday Time Tracking to use data from shifts in Workday Scheduling during time entry. This option:
    • Doesn't apply to work schedule calendars from Time Tracking.
    • Is only available when you select the
      Enable Workday Scheduling
       check box on the time entry template.
    Threshold Before Check-In (Minutes)
    Threshold After Check-In (Minutes)
    Define the range during which Workday identifies and matches the shift with shift details. Example: You enter
    15
     in
    Threshold Before Check-In
     and
    15
     in
    Threshold After Check-In
    . A worker checks in at 7:50. Based on the 15-minute threshold, Workday checks for shifts starting between 7:35 and 8:05. Workday finds a shift that starts at 7:45 for the worker's Cashier position at the San Francisco location. Workday automatically populates
    Cashier
     in the
    Position
     field and
    San Francisco
     in the
    Location
     field when the worker checks in to work.
    When you don't define a position on the shift or the shift falls outside the threshold, Workday populates the worker's primary position.
    You can't enable this feature when you enable worker edits on
    Check In
     or
    Check Out
     tasks.
  9. (Optional) Complete the
    System Meals and Breaks
     section, consider:
    Option Description
    Create Time Blocks for Breaks
    Automatically creates time blocks for the time that workers are on break. This option applies only when
    Break
     is a valid out type for the time entry.
    You might find this option useful if you pay your workers for their break time.
    The time block created for a break inherits the time entry code of the preceding time block.
    Copy Worktags for Breaks
    Enables break blocks to automatically inherit worktags from the reported time block immediately before a break block. Break blocks always inherit time entry codes and calculation tags from the reported time blocks before them, regardless of this setting.
    Create Time Blocks for Meals
    When workers select the
    Meal
     out type, Workday automatically creates meal blocks for time that workers take for their meal. This option only applies when you select
    Out, Meal and Break
     or
    Out and Meal
     in the
    Allowable Types for Out Time
     prompt.
    The time block created for a meal inherits the time entry code and time calculation tags of the preceding time block. To prevent this inheritance, use a time block conditional calculation to update the tags.
    Copy Worktags for Meals
    Enables meal blocks to automatically inherit worktags from the reported time block immediately before the meal block.
  10. (Optional) Complete the
    Time Entry Restrictions
     section, consider:
    Option Description
    Require Comments on Time Entry Changes
    Requires comment on the time block when a worker:
    • Creates new time blocks on a day in the past.
    • Edits existing time blocks.
    • Deletes existing time blocks.
    Workday doesn't require workers to enter a comment when they enter or modify time in the future.
    This option applies only when workers use these time entry methods:
    • Auto-fill from Prior Week.
    • Auto-fill from Schedule.
    • Enter Time by Type.
    • Enter Time by Week.
    • High-Volume Time Entry.
    • Quick Add.
    This option doesn't apply when workers use time clock events.
    Workday recommends that you don't select this check box when using these entry methods as workers can delete existing time blocks without requiring comments:
    • Auto-fill from Prior Week.
    • Auto-fill from Schedule.
    When you select this check box, Workday doesn't display the
    Clear
     option on the time entry calendar. This option prevents workers from deleting time blocks without entering a comment.
    You can view a worker's most recent comment on the
    History
     tab of the time block details.
    Require Comments for Changes Older Than (Up To 3 Days)
    The number of days before which you require workers to add comments for time entry changes. Workday populates this field to
    0
     when you select the
    Require Comments on Time Entry Changes
     check box.
    Example: Set the
    Require Comments for Changes Older Than (Up To 3 Days)
     field to
    2
    . On August 16, a worker must provide a comment when editing a time block from before or on August 14.
    Restrict Check-In Before Scheduled Start Time
    Activate to prevent workers from checking in earlier than a set threshold before their next shift start time.
    Threshold Before Restricting Check-In (Minutes)
    The number of minutes before the start of the next shift that workers can check in.
    Example: You set the threshold to 5 minutes. A worker is scheduled for 2 shifts:
    • 03:00 to 06:00
    • 10:00 to 12:00
    The worker can check in any time between 02:55 and 06:00 for the first shift and between 09:55 and 12:00 for the second shift.
  11. (Optional) Expand the
    Eligibility
    section. Specify which workers are eligible for the time entry template by selecting 1 or more Time Tracking eligibility rules. When you select more than 1 eligibility rule, workers must meet the criteria for all of the rules you select. For workers with multiple jobs, template eligibility is based on the worker's primary job, but you can create conditions that evaluate all of a worker's positions.
    Eligibility rules based on the Position business object aren't available for time entry templates.