HR & People package
Every 30 minutes, time off requests from a Workday report sync to a Team calendar table; long or critical absences get a manager cover check.
Connects to Workday
About this package
Workday time-off request sync keeps a team calendar in UserTasks in step with Workday Absence Management. Every 30 minutes it calls a Workday report-as-a-service (RaaS) report that returns the time off requests updated in the last two hours, as JSON Report_Entry rows: worker, team, manager, type, dates, units, status and a critical-role flag.
Each request is matched to the Team calendar table by its request id: new requests are added and known ones updated with the latest dates and status, so cancellations and changes flow through. The Cover check decision table then decides whether the absence needs a cover check: critical roles, five or more days away and long-term leave do; cancelled, denied and short absences do not.
For each request that needs one, an async Confirm time off cover sub-workflow gives the manager a task form with Confirm cover and Flag a gap buttons, and the answer is written back to the calendar row. The sync itself completes in seconds; the cover checks wait for the managers.
Every 30 minutes. You can also start it any time from the Run dialog, the API or the CLI.
Runs on a schedule (daily, weekly, monthly) in your time zone.
The flow
Every 30 minutes
The schedule calls the Workday RaaS report for time off requests updated in the last two hours.
Sync the calendar
Each request is added to the Team calendar table or, if it is already there, updated with the latest dates and status.
Cover rules
The Cover check decision table decides from status, type, days and the critical-role flag whether cover must be confirmed.
Manager confirms
An async sub-workflow gives the manager a task form: Confirm cover (with the person) or Flag a gap.
Summary
The run logs how many requests were synced and how many cover checks started.
Forms
The inputs a caller passes when it starts a run, and the forms people complete when the process needs a decision.
Start inputs
Passed by the calling system
User Task · Confirm time off cover
Confirm cover for {{worker}} ({{time_off_type}}, {{start_date}} to {{end_date}}) · 2-column grid · own header and theme
From your code
Every workflow can be started over REST, MCP or the CLI, whatever its trigger, with the sample input below. Runs start straight away on the published version; replace <workflow id> with the id the install created.
REST
curl -X POST "$USERTASKS_URL/api/v1/workflows/start" \
-H "Authorization: Bearer $USERTASKS_API_KEY" \
-H "Content-Type: application/json" \
-d '{"workflow_id":"<workflow id>","variables":{"lookback_hours":2}}'CLI
usertasks workflows inputs <workflow id> # the start form: keys, types, required
usertasks workflows run <workflow id> --input lookback_hours=2 --waitWhat's included
| Type | Name | Details |
|---|---|---|
| Data table | Team calendar | Time off synced from Workday: one row per request, kept up to date by the sync (status changes, cancellations) with the cover check result. |
| Integration | Workday | |
| API reference | Get time off requests | GET /service/customreport2/acme/ISU_UserTasks/Time_Off_Requests_Updated?format=json — Workday report-as-a-service (RaaS) JSON: time off requests updated since a date, with worker, manager, type, dates, units, status and whether the worker holds a critical role. |
| Decision table | Cover check | 6 rules — Which synced time off requests need the manager to confirm cover. First matching rule wins. |
| Workflow | Confirm time off cover | 8 steps — Sub-workflow: the manager names who covers a time off request, or flags a gap. |
| Workflow | Workday time off sync | 24 steps — Every 30 minutes: time off requests updated in Workday are synced to the Team calendar; requests that need cover start a manager confirmation. |
Team calendar · 2 sample rows
Request idEmployee idWorkerTeamManagerTypeFromToDaysWorkday statusCoverCovered byLast synced
Requirements
Credentials never travel in a package. The install wizard asks for what your environment must provide, or installs it incomplete until you finish setup.
Integration “Workday”Required
Workflow “Confirm time off cover” assigneesRequired
Install
Works on UserTasks cloud and on any self-hosted instance. Installing creates the assets above; nothing runs until you complete setup and start it.
curl -fLO https://usertasks.com/gallery/workday-time-off-sync-1.0.0.utpkg
usertasks packages inspect workday-time-off-sync-1.0.0.utpkg # offline: checksum, hashes, signature
usertasks packages install workday-time-off-sync-1.0.0.utpkg --dry-run
usertasks packages install workday-time-off-sync-1.0.0.utpkg # prompts for each requirement
usertasks packages install workday-time-off-sync-1.0.0.utpkg --keep-incomplete --yes # in CI; finish with:
usertasks packages complete workday-time-off-sync -f values.yamlVerify the download
shasum -a 256 workday-time-off-sync-1.0.0.utpkg should print the file SHA-256. How gallery packages are signed.
Versions
Installing a newer version upgrades in place: local credentials and requirement values are kept, and changes you made are flagged first. How packages work
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