Exploring Workday’s New Absence Calendar Experience

What’s the Point?

The goal of the new Absence User Interface (UI) is to provide a seamless experience from mobile to desktop, and for users requesting on behalf of a user and for themselves. This new UI will allow you to remain on the same screen when requesting an absence, even if you want to review something else. For example, if you are viewing your work schedule and need to request an absence on a day for which you are scheduled, you can still have the schedule in view while requesting the absence!

Are You Already Set Up?

The most effective way to verify if your tenant is configured for the new Absence UI is by reviewing the Business Process Security Policies for Request Time Off and/or Request Leave of Absence. Look for action descriptions that begin with “Enables ~workers~.” If the security groups are linked to these initiating actions, rather than the initiating actions located at the top of the business process policy, then your system is set up for the new UI.

Currently, both options may be configured in parallel. However, with the release of 2025R2, you will be required to deactivate the Absence Calendar Business Process! Moving forward, the previous options will no longer be available in the Business Process Security Policies for Request Time Off, Request Leave of Absence, and Correct Time Off.

Configuring the Changes

To set up the new UI, you first need to update the Business Process Security Policies for Request Time Off, Request Leave of Absence, Correct Time Off, and Absence Calendar.

1. Request Time Off
   1. Remove the security groups under Request Time Off and place them under the Request Time Off For Self
   2. Remove the security groups under the initiating action Enter Time Off and place them under Request Time Off for Worker
2. Request Leave of Absence
   1. Remove the security groups under the initiating action Place Worker on Leave and place them under Request Leave for Worker
   2. Remove the security groups under Request Leave of Absence and place them under Request Leave For Self
3. Correct Time Off
   1. Remove the security groups under Correct Time Off and place them under Edit Time Off For Worker
   2. Remove the security groups under the initiating action Correct My Time Off and place them under Edit Time Off for Self
4. Absence Calendar
   1. Remove all security groups from every action on the policy
5. Worklets/Dashboards/Apps
   1. Configure the Absence Worklet, Time Off Worklet, and the Time Off and Leave Worklet (depending on which worklet your organization uses), replacing the original Request Absence item with the new Request Absence.
   2. Replace Correct Absence with Manage Absence.
   3. Replace Correct Absence with Manage Absence. Lastly, you should review any custom dashboards or worklets that you have in your tenant that could hold the old Request Absence and Correct Time Off buttons.
   4. BONUS POINTS: Add the Request Absence and Manage Absence apps to the Home dashboard so that workers will automatically see them!
6. Business Process Help Text
   1. If you previously used the Absence Calendar business process, any help text there will need to move to the Request Time Off process.

Test It!

1. In the search bar, enter "Request Time Off”, then "Enter Time Off”, then "Request Leave of Absence". None of these options should appear if you set up the tenant correctly.
2. Next, search for "Request Absence" and verify that when selected, a mini calendar appears in the center of your screen, allowing you to enter time off seamlessly.
3. Finally, search for "Manage Absence" and ensure it provides the functionality to select a previously-entered absence, with the ability to cancel or edit that absence as needed.

Additional Considerations

If you are unsure about setting this new UI up for your employees right away, you can use a phased approach. We might recommend you configure it so that only your Administrators and Managers have access to the new UI by adding just those security groups to the new sections of the Business Process Security Policies. Then later, after you’ve had some time using it with a smaller group, you can roll it out to the rest of the organization. Don’t forget to use effective Change Management practices!

Kognitiv is ready to help you get the new Absence Calendar Experience rolled out to your organization! Contact us today to get started.