Time Off Request Process:
How to Inform People of Your Schedule Change

You will need to communicate your time off request in three different places. Outlook, WorkDay and WorkFront. Below are the step by step processes for requesting your time off.

Outlook Calendar

This article will cover how you update your calendar in Outlook to cover times when you are OOO, working from another location, taking partial days, or just generally away.  This serves the additional purpose of ensuring your team is aware of your availability.

1. Open your calendar in Outlook.

2. At the top of the day your schedule change is on or starts, with your mouse, double left click an empty area. This will open up an event window.

3. Fill in your information (be sure to put your name in the Subject field – for half days, just signify when. e.g. Rob - PTO – Out at Noon)

4. In the event window, leave the Show As option as Free and change the Reminder to None. 

IMPORTANT! This step will ensure you aren’t blocking off anyone else’s calendar and will not generate a reminder for others.

5. Click on Scheduling Assistant to add people you want to inform about your schedule change. 

6. Add either a group or individual people to the Attendee list. "Marketing" is required.

Note: No other change should be made.

7. Click Send.

NOTE: Due to different functionality between MAC & PC, MAC users will need to follow different steps (outlined below in 'MAC Users Only' section).

1. To block the time off on your OWN calendar, go back to the day of your schedule change. You should now see your change added to the top block.

2. Double left click with your mouse on the schedule change. This will open up the event window.

3. Change the Show As to Busy.

4. Click the Save icon then close the window. 

IMPORTANT! Do NOT click the Send Update button. This will send an update to the attendee(s) of your change and will then block attendee(s) calendars instead of just your own.

MAC Users Only

Due to the way that Outlook functions on MAC products a slightly different process must be followed as outlined below for blocking your own time.

1. To block the time off on your OWN calendar, open a New Appointment as per normal.

2. Set the Start Time and End Time as necessary for partial days or entire day (8 AM to 5 PM).

3. Change Show As to Out of Office.

4. Click Save and Close.

How to Log Remote Work on Your Outlook Calendar

Use this option to let the team know you will be working from a location other than your usual office or work space.

1. Open your calendar in Outlook

2. At the top of the day your remote day is on or starts, with your mouse, double left click an empty area. This will open up an event window.

2. In the event window, leave the Show As option as Free and change the Reminder to None.

3. In the Subject – type in your name and then Working From Home.

4. Click Save & Close and you’re done. 

NOTE: It is not necessary to send to the group.

WorkDay

1. Access Workday via Okta

2. Click Absence from the Dashboard (Top Apps section)

3. Click Request Absence

4. Select date(s) on calendar by clicking on the day(s)

5. Click blue button at the bottom left “# Day- Request Absence”

6. A box will pop up “select absence type”

7. Select the relevant choice from the drop down in type

8. Click Next

9. Confirm your enter is correct and click the blue button at the bottom left Submit

WorkFront

1. Click on your main menu in the upper right hand corner.

2. Click on your name.

3. On the left hand menu, click Time Off

4. Choose the days you will not be available to have tasks assigned to you. 

5. You can choose whole days or break it down by hours on the day.

6. Click Save

Note: This is an important step as this ensures no tasks can be assigned to you on those days.