My Absence Calendar

You can display My Absence Calendar from:

• Main Menu > My Information > My Absence Calendar
• The My Absence Calendar Schedule Insights widget on the My Schedule page

The My Absence Calendar page includes a calendar header that displays:

• Previous year and Next year buttons to scroll backward and forward through the years.
• A Go To My Schedule link that provides quick access to your My Schedule page.
• A Request button you can use to submit requests that are currently available to you, like time-off and availability change requests, for example.

You can use the collapse button to hide the header to gain more space for the calendar. (Use the expand button to restore the header.)

Note: When you collapse the calendar header, the Absences and Availability tabs are replaced with buttons that are displayed next to calendar year. The individual filter buttons are replaced with the Open filters button. Click Tap the button to display a panel from which you can select the filters you want to use. The Show labels in calendar switch is also displayed on this panel.

The Absences and Availability tabs display different information, but they have common components and functionality, described here.

Calendars

Calendars are displayed in a yearly view for the current year. They open with the focus on the current month and date. You can use Previous year and Next year buttons to scroll backward and forward through the years.

Note: Calendar displays on the Absences and Availability tabs are linked by month. For example, if you scroll the Absences calendar to, say, the month of May and then click tap the Availability tab, its focus is also on the month of May. Any dates you select on one calendar do not remain selected when you switch calendars.

The Legend button displays a legend of the icons and colors used in the calendar. The legend displays only the absence and availability types that have been configured for your calendar and not all possible types.

The layout of the monthly calendars varies based on the device on which you are using UKG Pro WFM. For example, on mobile devices, one month occupies the entire display; swipe up or down to display the calendar for a different month.

Note: When you tab past the Legend button, the system displays a Skip to month control that lets you select a month from a drop-down list and then click tap to move the calendar directly to that month.

Filters

Filters let you control the type of information that is displayed on your absence and availability calendars. Available filters are configured by your organization and vary based on calendar type. See Filter calendars for more information.

Submitting requests

You can use the Request button to submit the self-service requests that are currently available to you (time-off and availability change requests, for example). The procedure for creating and submitting self-scheduling requests from My Absence Calendar is similar to the request process from My Schedule. See Request Self-Scheduling from My Schedule for more information.

You can also submit a request from the pop-up that is displayed when you click tap a date. See Selecting dates for more information.

Note: The Request button displays all absence and availability requests available to you, regardless of which calendar tab is being displayed. Request types displayed when you click tap a calendar date are specific to the active calendar. For example, if you click tap a date on the Absences tab, you cannot submit an availability change request.

Selecting dates

You might want to select dates from the calendar to pre-load the request panel. You can select dates from the calendar in these ways:

• Click Tap a date to select it.
• Drag the mouse pointer over the range of dates you want.

Note: You cannot select multiple individual dates; you cannot select a range of dates on the Availability calendar; you cannot select a date unless it belongs to the month you are viewing (for example, you cannot select, say, January 3 from the December calendar).

When you select a date or a range of dates, the system displays a pop-up that includes summary information about your schedule and availability on that date, and a button that allows you to submit a request (time-off or availability change , for example).

The Absences tab is the default tab on the My Absences Calendar page. It displays calendars for every month in the current year, and opens with the focus on the current date. By default, it displays these event types depending on how your calendar has been configured:

• Team absences
• Time-off requests Request subtypes that employees use to request time off for vacation, illness or recovery, appointments, personal time, or other absences. Time-off requests can be configured to support many different employment scenarios.
• Leaves of absence

You can choose to hide one or more of these event types using the associated filter at the top of the calendar. See Filter calendars for more information.

Depending on how your system is configured, it might also display team absence quotas icons on days for which:

• No absences are allowed ( )
• The absence quota has been met ( )
• There is high demand for time off ( )

The cells for dates on which a team absence quota alert is displayed are shaded.

The absences you choose to display appear as color-coded tags on the appropriate dates; the tag is elongated to cover the days in the span of multi-day requests and absences. Click Tap the Legend button to display a legend of the icons and colors used in the calendar. The tag label displays all or part of the absence type (Planned Time Off, for example) based on available space and your browser's zoom level. See My Absence Calendar for more information.

Calendar dates also display the status of your requests.

When a date has more events than can be displayed within the date's cell, the system displays a +n tag, where n is the number of the other events associated with the date that cannot be displayed in the cell. Click Tap the cell to display the event details.

The Availability tab displays calendars for every month in the current year, and opens with the focus on the current date. By default, it displays these availability preference types depending on how your calendar has been configured:

• Available
• Unavailable
• Preferred available Employee prefers to work during this time.
• Preferred unavailable Employee prefers to be unavailable during this time, in other words, the employee prefers not to work during this time.

You can choose to hide one or more of these availability preferences using the associated filter at the top of the calendar. See Filter calendars for more information.

The availability preferences you choose to display appear as color-coded tags on the applicable days; the tags display all or part of the preference type (Available and Pref avail, for example) based on available space and your browser's zoom level. See My Absence Calendar for more information.

Note: Click Tap Show labels to remove the labels from the availability preferences displayed on the calendar. Doing so can make the calendar easier to scan as it removes repetitive text.

Calendar dates also display the status of your availability requests.

When a date has more events than can be displayed within the date's cell, the system displays a +n tag, where n is the number of the other events associated with the date that cannot be displayed in the cell. Click Tap the cell to display the event details.

These indicators (symbols and colors) are used in the My Absence Calendar.

All available absence and availability information is displayed on the calendars by default. You can apply different filters to each calendar to hide or show the information you choose.

For the absence calendar, you can choose to hide or show:

• Time-off requests
• Team absences
• Leaves of absence

For the availability calendar, you can choose to hide or show:

• Available time
• Unavailable time
• Preferred available time
• Preferred unavailable time

Note: Icons are always displayed for the holidays that have been defined for your organization.

How to filter a calendar

• To hide a category of information, click tap the corresponding filter. Filters are displayed at the top of the calendar. However, if you have collapsed the calendar header filters are listed in the Filters panel. Click Tap the Open filters button to display the Filters panel and then select the filters you want to use.
• To restore the display of that information, click tap the filter again.