Welcome to Workday. This guide has been developed to support employees in understanding how to use Workday effectively for daily tasks, communication, approvals, personal information management, and employee self-service activities.

Workday is a cloud-based Human Resources and business management system used across many organisations to manage:

• Employee information
• Absence requests
• Organisational structures
• Performance and feedback
• Notifications and approvals
• Learning and development
• Secure document storage
• Mobile access

This handbook provides detailed step-by-step guidance and best practices to help employees confidently navigate and use Workday.

Please use this link to log in

https://wd107.myworkday.com/pickering/d/home.htmld

If you are logging in from your work computer single sign on should take you automatically into workday.

You may be taken to this screen, where you should log in using your usual email and password.

Employees should:

• Upload a profile photo.
• Add emergency contacts.
• Add mobile numbers and personal email addresses.
• Download the mobile app.

HOME PAGE

Customising your homepage allows you to:

• Access frequently used tools quickly
• Improve productivity.
• Reduce navigation time.
• Personalise your Workday experience.
• Prioritise important tasks and applications.

1. Log into Workday.
2. Select the settings cog in the bottom left and side of the screen.
3. Select + Add Menu Items

1. We would recommend choosing the following apps to add (you can add these easily by searching for them in the search menu).
   • Absence
   • Time off and Leave
   • Personal Information
   • Org Chart
   • Inbox
   • If you are a line manager, consider adding apps under the “Team” option.

• Place daily-use apps at the top of the page.
• Group similar apps together.
• Review homepage setup regularly.
• Keep your dashboard uncluttered.
• Use bookmarks or shortcuts where available.

Employees can search for:

• Employees
• Managers
• Teams
• Job profiles
• Reports
• Tasks

Please note: What you can search for and see will depend on your security levels.

1. Click the Search bar.
2. Enter keywords or names.
3. Review search suggestions.
4. Select the correct result.

• Use specific keywords.
• Check spelling carefully.
• Use job titles when searching for employees.
• Save frequent searches if available.

QUICK ITEMS

You will also see under your search bard quick access items.

Here you can quickly view your team’s org chart, request absence, and view your time off balance.

Other home screen information

From your Workday home screen, you will also be able to

• See awaiting action tasks (such as time off approvals
• See companywide announcements.
• View Important dates.
• See your team’s absence calendar.

Absence types may include:

• Annual leave / holiday
• Sickness absence
• Compassionate leave
• Maternity or paternity leave
• Medical appointments
• Unpaid leave
• Study leave
• Emergency leave
• Business travel
• Work from Home

1. Use the Search bar.
2. Search for yourself, a colleague, or a manager.
3. Open the employee profile.
4. Select the Org Chart tab.

If you click on “Team Org Chart”, you will be able to view all team members displayed in an organisational chart format.

Employees can:

• View direct reports.
• Navigate upwards to leadership teams.
• Identify peers and colleagues.
• Understand department structures.
• Access employee profiles

There are many ways to request absence in Workday.

From the home screen you can select “Request Absence”

You can choose calendar view which will allow you to book multiple individual dates.

Or if you are booking blocks of time, i.e. two weeks, choose date dates.

Calander View

Date range view.

When you choose your dates, you will be able to view your balance and if you are a line manager, you will be able to view your teams’ absences as well.

You then need to choose your absence type.

You can also choose “Manage Absence”.

From here you can see a calendar version of absences

If you are a line manager, you can also view your team’s absence by choosing “switch Worker”.

You can also view your balance and requests from the right-hand side of the screen.

From the Actions drop down you will be able to view, and book leave. If you are a line manager, you will be able to view your team’s absence calendar.

From the chat function which can be found in the top right-hand corner of the home page

Once submitted:

1. The request is sent to your manager to approve or decline.
2. You may receive a notification confirming submission.
3. The approver can:
   • Approve
   • Send back for changes.
   • Deny the request.
4. You will receive a notification once a decision has been made.

To check balances:

1. Open the employee profile.
2. Select Feedback.
3. Choose the feedback type.
4. Enter detailed comments.
5. Submit feedback.

Feedback should be:

• Professional
• Respectful
• Objective
• Specific
• Constructive
• Timely

• Recognising teamwork
• Highlighting achievements
• Suggesting improvement areas
• Acknowledging project success

Some feedback may only be visible to managers or HR depending on company settings.

Common notifications include:

• Inbox tasks
• Approval reminders
• Absence updates
• Learning assignments
• Payroll availability
• Feedback alerts
• Company announcements

Notifications may be delivered through:

• Workday Inbox
• Email
• Mobile push notifications
• System alerts

• Review notifications daily.
• Respond to action items promptly.
• Keep mobile notifications enabled for urgent approvals.

Inbox items may include:

• Approval requests
• Performance reviews
• Training assignments
• Absence approvals
• Document acknowledgements
• Personal information updates

1. Select the Inbox icon.
2. Review tasks under:
   • Archive
   • Actions
   • Notifications
3. Open the relevant task.
4. Complete or respond accordingly.

Employees may be able to:

• Approve
• Deny
• Send back.
• Delegate
• Save for later.

• Check inbox daily.
• Complete time-sensitive tasks promptly.
• Avoid leaving approvals outstanding.
• Archive completed tasks where appropriate.

• Log into Workday
• Select your profile icon/photo in the top right-hand corner.
• Click view Profile.

Profiles may include:

• Full name
• Employee ID
• Government ID (NI Number)
• Job Title
• Years of service
• Contact details
• Home address
• Emergency contacts
• Job title
• Manager information
• Work location
• Compensation details
• Skills and certifications
• Employment history
• Time off balances

Summary: Gives an overview of the employee profile, job title, manager, location, etc.

Job: This shows the below information.

Compensation: Shows your salary, including salary history.

Absence: This will show your time off balances, i.e. annual leave, sickness, etc.

Pay: This is where you will add your bank details.

Contact: This will show both your work and home address and both work and personal email address.

Personal: Shows details such as date of birth, preferred name, DBS, driving licence, passport, etc.

Performance: This is where you can request feedback on your performance.

Career: This is where you can view the below details.

YOUR PROFILE - ACTIONS

The Actions button in your profile is the main place where you start tasks and processes. For example, updating contact information, emergency contacts, etc.

Examples include:

• Request absence
• Change address.
• Request feedback
• Update emergency contacts.

1. Go to your profile on the top right-hand side of the home page.

1. Select the View Profile button.

1. You will see under your job title “Actions”.
2. From here you will be able to complete multiple tasks – the view will vary depending on your role.
3. Common tasks you will do from here is.
   1. Update your profile picture.
   2. Update emergency contacts.
   3. Update address

Employees must ensure:

• Personal details are accurate.
• Emergency contacts are current.
• Bank details are updated promptly.
• Qualifications and certifications are maintained.

Employees are encouraged to upload a headshot of themselves. Images must be appropriate for a workplace setting and should not include celebrities, fictional characters, logos, etc.

To upload or change your profile picture. Click on Actions

Click on Personal Data and then Change My Photo.

Either search for your file or drag and drop it and then press submit.

Drive allows employees to:

• Store work-related documents.
• Access files securely
• Share approved documents.
• Maintain document history.

• Policy documents
• Templates
• Project files
• P&C forms
• Reference materials

Accessing Workday Drive

• In the search bar type in ‘view drive’.
• Click New and then Upload.

1. Open the Drive.
2. Select Upload.
3. Choose the document.
4. Add file descriptions if required.
5. Click save or upload.

Employees must:

• Follow data protection policies.
• Avoid uploading personal files.
• Store confidential information securely.
• Use approved naming conventions.

Employees may upload:

• Medical certificates
• Identification documents
• Contracts
• Expense receipts
• Qualification certificates
• Performance documents

How to access files in Workday

1. Open the relevant process.
2. Select Add Files.
3. Browse for the file.
4. Upload the document.
5. Confirm the upload.
6. Submit the process.

Files should:

• Be accurate and current.
• Use approved formats.
• Not exceed file size limits
• Be clearly named.

Sharing Files

• Right click on the document and you can then click share.

Sensitive documents must only be uploaded when authorised and required.

Job Profiles may contain:

• Job title
• Department
• Role summary
• Responsibilities
• Required qualifications.
• Required skills.
• Reporting structure
• Career level
• Competencies

1. Use the Search bar to search for a job title.
2. Enter the role title.
3. Open the Job Profile.

Example of what a profile looks like:

WORKDAY MOBILE APP – AMY

The Workday mobile app enables employees to access Workday remotely using smartphones or tablets.

The app provides:

• Convenient remote access
• Faster approvals
• Mobile notifications
• Access to employee information
• Improved flexibility

Employees may be able to:

• Request leave
• Approve tasks.
• Update personal details.
• Access org charts
• Receive notifications.

1. Open the Apple App Store or Google Play Store.
2. Search for Workday.

1. Download and install the application.

1. Organisation; Pickering

1. Sign in using Single Sign-On.

Employees should:

• Enable push notifications.
• Keep the app updated.
• Use secure device passwords.

• Do not share devices.
• Avoid public unsecured Wi-Fi.
• Report lost or stolen devices immediately.
• Log out when using temporary devices.

Employees are responsible for ensuring:

• Information is accurate.
• Records are updated promptly.
• Requests are submitted correctly.

Employees are encouraged to:

• Check Inbox daily.
• Review notifications regularly.
• Respond to approvals promptly.
• Keep profiles updated.
• Follow company procedures.