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Administrator Guide
Last Updated: 2025-04-18
Steps: Set Up Static Scheduling

Steps: Set Up Static Scheduling

Static scheduling enables you to utilize work schedule calendar patterns for workers that Workday will use to automatically populate schedules in Workday Scheduling. This makes it easier for you to create schedules for workers who have few changes to their schedule from week to week.
You can configure individual high-level scheduling organizations to use static scheduling. You can also configure these business processes so that a manager will flow through the necessary steps when setting up a worker for static scheduling:
  • Assign Work Schedule
  • Assign Shift Profiles to Worker
  • Change Worker Schedule Tags
Example: Alec's manager, Sue, creates a work schedule calendar with shifts from 10:00AM to 6:00PM from Monday to Friday. This work schedule calendar has 2 shift profiles. After Sue assigns the work schedule calendar to Alec, Workday directs Sue to the
Assign Shift Profiles
 task from the
Assign Work Schedule Calendar
 business process. On the
Assign Shift Profiles
 task Sue can review and add or update Alec’s shift profiles. From here, a business process step takes Sue to the
Change Worker Schedule Tags
 task where Sue can validate that the schedule tags on the shift profile match what is assigned.
  1. Access the
    Edit Scheduling Settings
     task.
    On the
    Manager Experience
     tab, select
    Static Scheduling
     from the
    Schedule Generation Strategy
     field.
    Security:
    Set Up: Scheduling: Maintain Scheduling Organizations
     domain in the Scheduling functional area.
  2. Access the
    Create Work Schedule Calendar
     task or the
    Edit Work Schedule Calendar
     task.
    In the
    Scheduling
     section, select the
    Enable for Static Scheduling
     check box.
    Security:
    Set Up: Calendar
     domain in the System functional area.
  3. Access the
    Pattern
     tab.
    Workday doesn't support the ability to use calendar events with static scheduling. You must use week patterns to define shifts.
  4. Enter a
    Pattern Start Date
    .
    Workday strongly recommends that you select a pattern start date that matches the start day of week you've configured for the high-level scheduling organization. You can view the
    Start Day of Week
     on the
    Settings
     tab on the
    Edit Scheduling Settings
     task.
  5. Add a row for each distinct week in the schedule.
  6. Click
    Pattern Details
    . As you select the
    Schedule Pattern Type
    , consider:
    Option
    Description
    Single Shift and Meal
    You can create a single shift with a single meal for each day. You can associate the shift with 1 shift profile.
    Multiple Shifts and Meals
    You can create multiple shifts and meals for each day. You can also associate different shifts in a day with different shift profiles. Example: You associate the 9:00AM - 12:00PM shift with Shift Profile 1. You associate the 1:00PM - 5:00PM shift with Shift Profile 2.
    Workday Scheduling only supports meals, not breaks. Ensure that the pattern you create only includes meals.
  7. Enter shift details for each day of the week. Select a
    Shift Profile
     to associate with each shift or day in the schedule pattern.
    Workday uses the shift profile to determine the subgroup organization and schedule tags of the worker so that Workday can create the worker's shifts in Workday Scheduling.
  8. Access one of these tasks to assign the work schedule calendar to the appropriate workers:
    • Assign Work Schedule
    • Assign Custom Work Schedule
    You can only use static scheduling when you directly assign work schedule calendars to workers (rather than assigning work schedule calendars through eligibility rules).
    Security: Configure the
    Assign Work Schedule
     business process and security policy in the Workday Scheduling functional area.
  9. Access the
    Assign Shift Profiles to Worker
     task to update and assign shift profiles to each static scheduling worker.
    Enter the relevant position, subgroup organization, and schedule tags for each shift profile. Workday automatically populates these details on shifts. If a worker's shift profile contains schedule tags that aren't yet assigned to the worker, you must also update the worker's schedule tag assignments.
    Workers must have the same number of shift profiles assigned to them as exists on their assigned work schedule calendar pattern. A worker may have more than one shift profile if they work one job on some days, and a different job on other days. This situation is different from a worker with multiple positions, as you can have 1 position but still perform multiple roles using different schedule tags.
    Security: Configure the
    Assign Shift Profiles to Worker
     business process and security policy in the Workday Scheduling functional area.
When you create a schedule using the
Schedule Workers
 report, Workday will automatically create shifts for workers you’ve set up for static scheduling. If workers have time off or a leave of absence, Workday won’t populate a shift on those days. Workday runs your configured validations on static shifts.
When a shift crosses from one week into the next, Workday doesn’t display the cross-week shift in the subsequent week’s schedule. For weekly validations and cost values, Workday groups all of the hours and costs from cross-week shifts with the week where the shift starts. Example: Laura has a shift from 10PM Saturday to 4AM Sunday with Sunday being the first day of a new weekly schedule. When assessing the total weekly hours, Workday counts Laura's entire 6-hour shift (including her hours from 12AM-4AM on Sunday) in the previous week's total hours.
Shift profiles might become outdated. Example: A worker moves from 1 HLSO to a different HLSO that uses different subgroup organizations and schedule tags. Update the worker's shift profiles to use the new HLSO values. Similarly, if you disable subgroup organizations or a schedule tag type on the HLSO, you’ll need to update the shift profiles that used that subgroup organization or schedule tag type.
You can access these web services to assign shift profiles and work schedule calendars:
  • Assign Shift Profiles
  • Assign Work Schedule Calendars
You can use the
Scheduling Workers with Work Schedule Calendar Assignments
 report to quickly check workers’ work schedule calendar assignments.