Adding and managing holiday calendars

Holiday calendars enable HR admins to set up public and company-specific holidays for employees. These calendars can be applied to entities or locations, and when employees request time off, the designated holidays won't be deducted from their balance, depending on the time-off type settings.

To get started, navigate to the Employee management section in Settings and select Holiday calendars.  

 

Creating a holiday calendar

To create a holiday calendar as an HR Admin, click ➕ Add holiday calendar on the upper right of the page.

You will be prompted to define:

• Calendar name: Mandatory field
• Entities and locations: Mandatory field. Holidays are assigned to employee time-off requests automatically based on the entity and location of the employee

If you enable the departments toggle, you can apply a calendar to specific departments. In this case, employees in the selected entities, locations, and departments will be automatically assigned this holiday calendar. 

There are two options for adding holidays:

1. Import public holidays from API

HR Admins are also able to automatically create all public holidays and update them with future dates automatically, without any need for maintenance. To do that:

1. Select the country
2. For countries where states/regions are available, an optional selection of state/region can be done in the second dropdown
3. Click Import public holidays and Workable will automatically create a list with the applicable public holidays and the dates they will occur for the next 5 years (i.e. in 2023 we will create a holiday list for 2023-2027 and in 2024 we will add the holiday for 2028 and so on).

For imported holidays there is an IMPORTED marker in the holidays list, indicating that these holidays will be updated by Workable (yearly updates for the next 5 years), without any additional action by the HR Admin.

2. Add holidays manually

1. Click ➕Add holiday manually
2. Add a name for this holiday (mandatory)
3. Add at least one holiday date; multiple dates can be added at once for holidays that occur annually via the ➕ Add another date option
   
4. Once ready, click Add holiday to complete the process

For manually added holidays there is a MANUAL marker in the holidays list, indicating that these holidays will require manual updates every year by the HR Admin.

Once a holiday is added, it's listed based on the time that it occurs within the year. For holidays with more than one date set, click Show dates to see the list of configured dates for each holiday.

 

Managing a holiday calendar/holiday

HR Admins have full control over holiday calendars and holidays inside calendars, with the ability to edit or delete them as needed.

	Action
Holiday Calendar	Edit: Edit a holiday calendar to change its name, entities/locations or make further edits to specific holidays.  Delete: Delete a holiday calendar you don't need anymore to completely remove it from the list.
Holiday	Edit: Both manual and imported holidays can be edited. For imported holidays editing a holiday for one or more years won't affect the system update that will automatically add the occurrence of the holiday for any upcoming years. Delete: Delete a holiday that is not applicable in a holiday calendar to completely remove it from the list.