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Administrator Guide
Last Updated: 2026-04-17
Create Rules for Assigning Calendars

Create Rules for Assigning Calendars

  • Define the objects (such as job profiles or locations) on which to base calendar rules.
  • Security:
    Set Up: Calendar
     domain in the System functional area.
Calendar rules enable you to assign holiday and work schedule calendars to workers. They define the conditions that workers must meet for Workday to assign them a calendar. You can create rules to base eligibility on:
  • Location. Example: Country region.
  • Pay group.
  • Time. Example: Current effective date and time when rules need to change over time.
  • Supervisory organizations.
  • Worker-related conditions. Example: Worker is employee.
Calendar rules are similar to condition rules used in business processes in Workday. When you change a calendar rule, Workday applies the change to any retro events you create, but Workday doesn't automatically create a retro event.
For workers eligible for multiple calendars, events that occur on the same date cause the workers to receive the sum of the time from the events. Example: A worker is eligible for company and team calendars, and a 4-hour assigned off-site event occurs on both calendars on the same date. The worker receives 8 hours from the sum of both events.
  1. Access the
    Create Holiday/Work Schedule Calendar Rule
     task. As you complete the task, consider:
    Option
    Description
    Copy Condition from Rule
    (Optional) Select to create a new rule based on a similar existing rule.
    You can modify the copied conditions for the new rule.
    Source External Field or Condition Rule
    Select the field or rule that you want to base the rule condition on.
    The context where the condition is used determines the available fields and their values. A subrule is another condition rule that is relevant to the same business object and that evaluates to true or false.
    Relational Operator
    Select to define how you want the rule condition to handle the field or subrule.
    Comparison Type
    Select to indicate how you want the rule condition to compare the specified value to the field or subrule.
    Comparison Value
    Enter or select the comparison value the rule condition will use to compare to the selected field or subrule.
  2. When there are 2 or more conditions:
    • Use the up and down arrows to arrange them in the
      Order
       in which you want them evaluated.
    • Set the
      And
       or
      Or
       option at the beginning of each statement to control how it's used with the line directly before it.
  3. Use the parentheses columns when you have 3 or more logical statements and a combination of
    And
    s and
    Or
    s.
    Example: You want to say (
    a
     and
    b
    ) or
    c
    . Add these rows:
    And/Or
    (
    Condition Rule
    )
    (
    a
    And
    b
    )
    Or
    c
To assign the same work schedule calendar to all employees in a particular company and region, create a calendar rule that selects only those employees. Assign the rule to the appropriate work schedule calendar.
  • Add calendar rules to holiday and work schedule calendars to assign calendars to different worker populations.
  • Review the condition statements for calendar rules and see which calendars use the rules on these reports:
    • View Holiday/Work Schedule Calendar Rule
    • View Holiday/Work Schedule Calendar Rules