Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2024-03-22
Display Absence Details on Schedules

Display Absence Details on Schedules

Security:
Set Up: Scheduling: High Level Scheduling Settings
domain in the Scheduling functional area.
Workday automatically displays absences with a general label of
Time Off
. If managers prefer not to see absences, they can use the
Display Absences
 option on the
Change View
 menu on schedules to completely hide all absences from the schedule.
You can control whether managers, or anyone else who has the ability to see schedules, can see these absence details on schedules:
  • Name.
  • Event status.
  • Reasons.
  • Time off comments.
Workday can display absence details for any of these configured absence types:
  • Absence tables.
  • Time offs.
  • Leave types.
For leave types, Workday displays the name of the leave type rather than the leave family. You can see the leave family in a separate pop-up which appears when you click on the white absence card on the schedule.
  1. Access the
    Edit Scheduling Settings
     task and select an effective-dated snapshot.
  2. As you complete the
    Absence
     section on the
    Calendar
     tab, consider:
    Option
    Description
    Display Details for All Absence Types
    Workday displays the details of the absence type for all configured absence types in your tenant.
    Display Details for Absence Types
    Select specific absence types that you want to display on schedules.
    When you select this option workers who have access to view schedules will be able to see absence details on schedules, even if they're not secured to Absence Management tasks.
    Don't Display Any Absence Type Details
    Workday displays a time off block on the schedule, but doesn't display the details of the absence type.
    When you select this option workers who have access to view schedules will be able to see absence details on schedules, even if they're not secured to Absence Management tasks.
    Example: You select
    Display Details for Absence Types
     and enter
    Paid Time Off
    .
    Audrey has Paid Time Off on Monday and Sick Time on Tuesday. Workday displays absences for Audrey on both Monday and Tuesday. However, Workday only displays the Paid Time Off label and other details for Audrey’s Monday time off. The manager can see that Audrey has an absence on Tuesday, but can’t see what type of absence it is, or any additional details.
  3. Save your changes.
The configuration fields are effective-dated so you can add or remove absence types from your HLSO snapshots when needed. When you select specific Leave of Absence types to display in the
Display Details for Absence Types
 field, Workday assesses whether to display the absence type based on these criteria:
  • If the
    Actual Last Day of Leave
     is set, Workday checks the HLSO settings snapshot as of the
    First Day of Leave
     and the HLSO settings snapshot as of the
    Actual Last Day of Leave
    .
  • If the
    Actual Last Day of Leave
     isn’t set, Workday checks the HLSO settings snapshot as of the
    First Day of Leave
     and the HLSO settings snapshot as of the
    Estimated Last Day of Leave
    .
On the 01/01/2023 HLSO snapshot, you’ve selected
Display Details for All Absence Types
. Audrey’s Compassionate Leave begins on 11/20/2023 with an
Estimated Last Day of Leave
 of 12/31/2023. Workday displays her leave as Compassionate Leave on the schedule.
Later, you decide you only want a few absence types to be displayed on the schedule. You create a new 11/27/2023 HLSO snapshot and in the
Display Details for Absence Types
 field, you enter specific leave types that you want to display on the schedule. You do not add the Compassionate Leave leave type.
From 11/27/2023-12/31/2023, the schedule will no longer display Audrey’s Compassionate Leave leave type because as of the estimated last day of her leave, the HLSO snapshot was configured to display only certain absence type details on the schedule.
Any Compassionate Leave leave type entered on or after 11/27/2023 will not be displayed as Compassionate Leave, but will display as a generic time off block on the schedule.
When you print a schedule, Workday hides the name and event status of the absence type and only displays the
Time Off
 label on the schedule.