Configure heatmaps

In UKG Pro Workforce Management, a heatmap is a color-coded overlay that can be displayed on employees' and managers' calendars. The heatmap colors and symbols correspond to absence quotas you establish for your teams:

•  — Team absences are not allowed (the team absence quota is set to 0 for this day).
•  — The team absence quota has been met; no additional absences are allowed. Calendar cells are shaded red on these days.
•  — This day is in high demand by other colleagues on your team (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. have met the specified high demand warning threshold specified by your manager). Calendar cells are shaded yellow on these days.

Employees can use the heatmap to help them determine if their time-off request is likely to be approved based on current team quota values. Similarly, managers can use the heatmap when evaluating time-off requests.

You can enable heatmaps for some types of time-off requests, and disable it for others. Enabling heatmaps involves:

• Configuring calendars
• Configuring the time-off request subtype Classifications of schedule requests from employees.
• Specifying team absence quotas and thresholds
• Note: Heatmaps are not supported for employees using My Schedule for their employee self-service activities. Heatmaps are supported only for My Calendar.

As the administrator:

1. In calendar configuration (Administration > Application Setup > Calendar Views Setup > Calendar Configuration) :
   1. Enable the Team Absence layer. This enables your employees to display the heatmap on their My Calendar page and the request slider. Optionally, you can make Team Absence the default layer.
   2. Select Display team absence details if you want the employee to be able to see which of their colleagues has submitted or been granted a time-off request for a day for which they are considering submitting a time-off request of their own.

   For more information, see Calendar Configuration.

2. In the time-off request subtype (Administration > Application Setup > Employee Self Service > Request Subtypes), select the Team Absence check box for those request types for which you want to display heatmap and guided recommendations Recommends to managers whether to approve or reject requests. The recommendations are based on coverage and accruals balances. for employees; select Guided Recommendations To Managers for managers.
3. Note: You might want to suppress the display of this information for request types for which the employee has no options (a sick day or a scheduled surgery, for example) because it is not relevant to their decision to submit the request. For more information, see Configure Request Subtypes.

As the manager, specify team absence quotas and thresholds (Maintenance> Team Definitions). The system uses this information when displaying heatmaps and guided recommendations.

For each team, specify:

1. How you want the system to measure quotas (as a number of employees on a team, or as a percent of the team).
2. Quota values for each day of the week and holidays.
3. Quota overrides you want to enforce on specific days.
4. Guided recommendation settings, including the quota threshold needed for request approval, and whether you want to automatically recommend refusal if the request includes a day for which no absences are allowed.
5. Whether you want the system to automatically approve requests for which the system recommends approval based on your team absence quota.
6. The percent of the daily team absence quota that must be met in order to trigger a high-demand heatmap notification.

For more information, see Define Teams.