HCM – Workday Scheduling, Safety, Self-Service, Hubs & Innovation¶
Source: Admin Guide – Human Capital Management (May 14, 2026), pp. 2204–3094+
Workday Scheduling¶
Overview¶
Workday Scheduling manages worker shift schedules, labor optimization, shift swapping/bidding, and labor demand forecasting. Integrates with Time Tracking and Absence.
Centralized Scheduling¶
Mass Generate Schedules for Organizations — automated schedule generation for entire organizations.
Mass Publish Schedules for Organizations — bulk publication of generated schedules to workers.
Mass Clear Schedules for Organizations — remove all schedules for an org in a given period.
Concept: Mass Generate/Publish/Clear — processing behavior and prerequisites for mass scheduling operations.
Scheduling Basics and Tenant Setup¶
Steps: Set Up Workday Scheduling and Labor Optimization¶
- Steps: Set Up Scheduling Organizations (define scheduling scope)
- Steps: Set Up High-Level Scheduling Organizations (parent-level org for scheduling rollup)
- Define Working Hours (available hours per day/week by location)
- Configure Static Scheduling (fixed shift patterns)
- Set Up Schedule View for Managers
- Configure Validations (scheduling conflict rules)
- Configure Rules (scheduling assignment rules)
- (Optional) Configure Labor Optimization
Scheduling Organizations¶
Concept: Scheduling Organizations — separate organizational hierarchy for scheduling purposes; can differ from supervisory org hierarchy.
Schedule Generation Settings¶
Configure automated schedule generation parameters including shift rotation patterns, coverage requirements, and constraint priorities.
Reference: Scheduling Settings Details Web Service — API reference for scheduling configuration management.
Schedule Management, Communications, and Productivity¶
| Task | Purpose |
|---|---|
| Steps: Set Up the Time and Scheduling Hub | Combined hub for time and schedule management |
| Steps: Set Up Predictive Scheduling | Configure predictive scheduling compliance features |
| Steps: Set Up Shift Change Notifications | Alerts when schedules change |
| Steps: Automatically Assign Scheduling Settings to Workers | Rule-based settings assignment |
| Steps: Mass Assign Scheduling Settings Overrides | Bulk override of scheduling settings |
| Change a Worker's Availability | Update worker availability constraints |
| Display Absence Details on Schedules | Show approved absence on schedule view |
| Set Up Daily Notes | Enable notes on daily schedule view |
Concept: Mass Edit Shifts / Mass Add Shifts / Bulk Edit Shifts — efficiency tools for schedule managers.
Reference: Scheduling Keyboard Shortcuts — productivity shortcuts for schedule management UI.
Reference: Shift Statuses — available shift status values and transitions.
Schedule Tags¶
Configure tags to categorize and filter shifts for reporting, compliance, and assignment purposes.
Shift Swapping and Bidding¶
| Task | Purpose |
|---|---|
| Steps: Set Up Open Shift Bidding | Workers bid on available open shifts |
| Concept: Open Shift Board | How workers view and claim open shifts |
| Concept: Swap Shifts | Peer-to-peer shift exchange workflow |
Labor Demand Forecasting¶
Configure labor demand forecasts based on historical data and business drivers. Use forecasts to optimize schedule generation.
Forecast Metrics and Labor Demand — define demand metrics (transactions, volume) that drive labor requirements.
Labor Demand Forecasting Concepts — methodology for demand-to-staffing conversion.
Scheduling Reporting¶
Concept: Audit Schedules and Shifts — compliance and audit trail reporting.
Concept: Good Faith Estimate Reporting — predictive scheduling law compliance reporting.
Reference: Scheduling Reports — available standard reports.
Safety Incident Tracking¶
Overview¶
Track workplace safety incidents, injuries, and OSHA-reportable events.
Steps: Set Up Safety Incident Tracking¶
Configure incident types, severity levels, security access, and reporting workflows.
Concept: Safety Incident Reports — how Workday structures and surfaces safety incident data.
Concept: Safety Incident Security — domain requirements for safety incident access.
Employee and Manager Self-Service¶
Employee Self-Service (ESS)¶
Steps: Set Up Employee Self-Service — configure worker-facing self-service worklets and tasks.
Core ESS capabilities: - Personal information management - Benefits enrollment and changes - Time off requests - Time entry (if Time Tracking enabled) - Pay slips and tax forms - Goal and performance management - Learning enrollment
Manager Self-Service (MSS)¶
Steps: Set Up Manager Self-Service — configure manager-facing worklets and capabilities.
Core MSS capabilities: - Team time and absence oversight - Staffing actions (hire, transfer, change job, terminate) - Compensation proposals - Performance review management - Team talent visibility
HCM Hubs¶
HCM Admin Hub¶
Reference: HCM Admin Hub — centralized admin landing page for HCM configuration tasks. Provides quick access to setup tasks across all HCM modules.
Manager Insights Hub¶
Setup Considerations: Decide which insights to surface (retention risk, absence patterns, performance distribution, skills gaps).
Steps: Set Up Manager Insights Hub — configure hub content and access.
Concept: Manager Insights Hub — AI-powered insights surfaced to managers about their teams.
Reference: Manager Insights Hub — complete list of available insights and data sources.
Personal Information Hub¶
Reference: Personal Information Hub — worker-facing hub for managing all personal information in one place.
Reference: HCM Hubs¶
Complete overview of all HCM hubs, their purpose, access requirements, and key content.
Worklets and Reports for Human Capital Management¶
Add Worklets to Business Processes — add custom report-based worklets to business process views.
Concept: Key HCM Reports by Functional Area — catalog of Workday-delivered reports organized by HCM module.
Reference: Embedded Analytics for HCM — analytics widgets embedded in HCM pages.
Reference: FTE Report — full-time equivalent calculation and reporting reference.
HCM Innovation Services¶
Workday Assistant¶
What It Is: Conversational AI assistant accessible via search bar. Handles common worker and manager self-service tasks via natural language.
Setup Considerations: - Which tasks to enable (time off, time entry, benefits, staffing) - Language support - Mobile configuration
| Task | Purpose |
|---|---|
| Steps: Set Up Workday Assistant | Enable and configure assistant capabilities |
| Steps: Set Up Workday Assistant for Staffing | Staffing-specific assistant configuration |
Concept: Time Off in Workday Assistant — how the assistant handles time off requests and balance inquiries.
Concept: Time Tracking in Workday Assistant — time entry via assistant interface.
Reference: Workday Assistant and Workday Everywhere Capabilities — full capability matrix.
Workday Everywhere¶
What It Is: Workday functionality embedded in external platforms (Microsoft Teams, Slack, Microsoft 365 Copilot) via the Sana Self-Service Agent.
Deployment Options¶
| Option | Description |
|---|---|
| Native Workday Everywhere | Workday Assistant embedded in Teams/Slack |
| Sana Self-Service Agent (Microsoft Teams + M365 Copilot) | Agent-based integration |
| Sana Self-Service Agent (Slack) | Slack-based agent integration |
| Task | Purpose |
|---|---|
| Steps: Set Up Workday Everywhere | Native deployment setup |
| Steps: Set Up Security for Workday Everywhere Using Sana Self-Service Agent | Security configuration for Sana |
| Steps: Set Up Workday Everywhere Using Sana Self-Service Agent for Microsoft Teams and Microsoft 365 Copilot | Teams/Copilot deployment |
| Steps: Set Up Workday Everywhere Using Sana Self-Service Agent for Slack | Slack deployment |
| Steps: Set Up Time Off Notifications for Workday Everywhere | Configure absence notifications in external platforms |
Concept: Workday Everywhere Using Sana Self-Service Agent — architecture and capability overview.
Reference: Workday Everywhere Notifications — available notification types in embedded experiences.
Workday Help¶
Concept: Workday Help — in-application contextual help framework. Connects workers to Knowledge Articles and case management.
Case Management¶
Configure employee relations case management within Workday: - Case types (HR inquiry, policy question, accommodation request) - Case routing to HR Business Partners - SLA tracking - Case reporting
Knowledge Management¶
Configure the knowledge base for worker self-service: - Knowledge Articles by audience - Article lifecycle (draft, publish, retire) - Integration with Workday Help search