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Administrator Guide
Last Updated: 2024-11-15
Automatically Assign Work Schedule Calendars

Automatically Assign Work Schedule Calendars

  • Align the rules with the business processes where you want to add
    Assign Work Schedule
     as a step.
  • Security:
    Set Up: Calendar
     domain in the System functional area.
You can enable Workday to automatically assign a work schedule calendar to a worker without requiring their manager to approve it.The
Assign Work Schedule
 business process uses calendar rules to determine which work schedule calendar to assign to each worker. The worker keeps the work schedule calendar until another business process changes it.
You can automatically assign work schedule calendars on any of these business processes:
  • Add Additional Job
  • Assign Matrix Organization
  • Assign Pay Group
  • Change Job
  • Change Organization Assignment for Worker
  • Contract Contingent Worker
  • Edit Position
  • End Additional Job
  • End Contingent Worker Contract
  • End International Assignment
  • Hire
  • Move Worker by Supervisory
  • Move Workers by Organization
  • Remove from Matrix Organization
  • Request Leave of Absence
  • Request Return from Leave of Absence
  • Start International Assignment
  • Switch Primary Job
  1. Access the
    Assign Work Schedule
     business process.
  2. From the related actions menu, select
    Business Process
    Edit Definition
    .
  3. Select the
    Enable Autocomplete
     check box.
    If you don't want to use autocomplete for all workers, create separate definitions or set up rule-based definitions. Workday runs rule-based business process definitions before organization-based definitions.
  4. Access the business process definition where you want to automatically assign a work schedule calendar.
  5. If there's no completion step, edit one of the steps to make it the completion step. If there are no steps, add a completion step.
  6. Edit the business process to configure the
    Assign Work Schedule
     business process as a subprocess.
    The
    Assign Work Schedule
     subprocess step is an action or service step and must be after the completion step.
    If you already have
    Assign Work Schedule
     as a step in the
    Hire
     or
    Change Job
     business process, make sure it is after the completion step.
When
Assign Work Schedule
 is configured as a step on a business process, these are possible outcomes:
  • If the worker is eligible for a new work schedule calendar, Workday automatically makes the assignment without creating a
    My Tasks
     notification.
  • If the worker has a direct assignment to a work schedule calendar and you start the assign work schedule subprocess using Autocomplete, and the worker is eligible for the same work schedule calendar. Workday doesn't make an update. This limits the number of times Workday has to check work schedule calendar eligibility for the worker.
  • If
    Assign Work Schedule
     is an action step and the worker isn't eligible for any work schedule calendar, Workday sends a
    My Tasks
     notification to the manager.
  • If
    Assign Work Schedule
     is a service step and the worker isn't eligible for any work schedule calendar, Workday doesn't send a
    My Tasks
    notification to the manager. Service steps don't have any user interaction.
  • If
    Assign Work Schedule
    is a step on
    Move Workers By Organization
    ,
    Change Organization Assignments for Worker
    , or
    Move Worker Supervisory
    , and you select an open requisition then Workday shows the
    Assign Work Schedule
     step as
    Not Required
     and doesn't run the step.
  • If a mix of open positions and workers are selected for
    Move Workers By Organization
    , Workday creates
    My Tasks
     notifications for the open positions, but shows
    Action No Longer Available
     because there isn't an action for the manager to take.
Your work schedules are based on job profiles. You add
Assign Work Schedule
 as a subprocess on the
Change Job
 business process. When the worker's job changes, Workday evaluates work schedule calendar eligibility and assigns the new work schedule calendar.
View changes in work schedule calendar assignments on these reports:
  • View Worker's Time Eligibility
  • Schedule History for Worker