10X: Configure Workday Settings

On the Workday Settings page, you can enable time tracking for any region tracking time and set your region-based calendars and rules for maximum and minimum hours allowed in those regions. On this page, you can view only the region-specific information. When the region or city is changed, the information for that region or city is displayed for the entire page.

Important: You need to have the Time Administrator role assigned to view this page.

Enabling time tracking for the region turns on the timesheet for all users from this region and allows the administrator to set minimum and maximum work hours and holidays for the entire region.

Enabling city-specific settings allows the administrator to set minimum and maximum work hours and holidays for a specific city within a region. This can be useful when different cities have laws or holidays that differ from the region as a whole. Additionally, you can turn off time tracking for a specific city for legal reasons.

Rules for the region and city settings:

  • If the region is selected but the city is not, any changes made apply to the entire region.
  • If the Enable city specific work and holiday settings option is turned on and the city is set to All Cities, any changes made apply to the entire region.
  • If the Enable city specific work and holiday settings option is turned on and the city is set to a specific city, changes are applied to that city only.
  • If the Enable time tracking for this City option is turned off (this option appears after you select a city), time tracking is turned off for this city so the users that cannot track time by law do not see a timesheet.

When city settings are configured and they differ from the regional settings, the (custom) word is added next to it, for example, “Austin (custom)”. When time tracking is disabled for specific cities, the (time tracking disabled) phrase is added next to their names.

Enable time tracking

In some regions, it is illegal to enter and track time, so you have an option to turn on or turn off time tracking for certain regions. If time tracking is enabled and the users go to the time entry page, they will see the work codes their team is associated with. If time tracking is disabled, work codes will not appear on the time entry page.

To enable time tracking:

  1. Select Administration from the left menu bar, and then click Workday under Settings.
  2. Select the region that you want to enable time tracking for.
  3. Click Save.

Set maximum hours

As a time administrator, you can set the standard, maximum, and minimum number of hours your team members can work a week or a day to comply with local laws. This information is displayed on each user’s record page.

If users enter time on the timesheet outside of the minimum and maximum hours, they are prompted to enter the correct hours. If a city setting is not used, then the regional hour settings apply.

To set a number of work hours:

  1. Select Administration from the left menu bar, and then click Workday under Settings.
  2. From the Region drop-down menu, select the region for which you want to set the number of work hours for your team.
    Note: To set the work hour limits for a certain city, turn on the Enable city specific work and holiday settings option, and then select the city from the corresponding drop-down menu. In the City drop-down menu, you can view the cities that are associated with the selected region and the cities which are not assigned to any region.
  3. Under Maximum Hours, for each employee type, set the following number of hours:
  • Standard hours per day
  • Minimum hours per week
  • Maximum hours per week
  • Maximum hours per day
  1. Click Save.

Set holidays

You can set up calendars for each region and city so that all of them have their own calendars that match their local holidays. Holidays appear for each user on the time entry page when they report their time. Users can see only the holidays tied to their region, city, and employee classification.

You can set holidays for different regions that your company operates in. You can also add holidays which are specific to a certain city and will not apply to the entire region. If you want to filter the holidays by year, you can select the year for the holidays from the Display Holidays by Year drop-down menu.

Additionally, you can set flexible holidays for your organization so that company holidays can be taken as needed throughout the organization. Flexible (floating) holidays are flexible paid days off. Although employees have days on common religious and civic holidays, there may be employees who do not celebrate the same holidays as the majority of their colleagues. For example, a Jewish employee can use a flexible holiday to observe Hanukkah if it falls on a different date than Christmas. You can set the number of flexible holidays each region can use under Administration > Time-Track > General Time Tracking Settings > Manage Flexible Holidays.

Holidays are also based on the employee classification. You can set different holidays for each employee classification.

To set a holiday:

  1. Select Administration from the left menu bar, and then click Workday under Settings.
  2. From the Region drop-down menu, select the region that you want to create a holiday for.
    Note: To set a city-specific holiday, turn on the Enable city specific work and holiday settings option, and then select the city from the corresponding drop-down menu. If the option is turned off, the holiday will apply to all cities in the region.
  3. Under Holiday Calendar, type the name of the holiday you want to create, and then select the date of the holiday.
  4. If you want to make this holiday a flexible one, turn on the This Holiday is a Flexible Holiday option, and then select if the flexible holiday can be any date or on a certain date:
  • A Flexible Holiday is on a certain date. For this option, you need to set the date in the Date box. In the timesheet, the time tracker will see the flexible holiday for the day it was created. This type of flexible holiday will only be displayed during the week it is created for.
  • A Flexible Holiday can be any date. For this option, you need to select the fiscal year from the Fiscal Year drop-down menu. On the timesheet, the time tracker will see the number of allowed flexible holidays until they are used.
  1. Under Applies to Employee Classification, select the employee classification that you want to set a holiday for.
  2. Click Add Holiday.

In the holiday grid, you can view the holidays for the selected region and city, including holiday name, its type, date, region, if it is a city-specific holiday, and a list of employee classifications the holiday applies to.

Note: You can edit the holiday details by clicking the Edit link next to it. To delete a holiday, click the red cross sign next to it.

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