Company Vacations and Public Holidays

To manage absences within your company as an administrator, you can make calendars available company-wide or to specific user groups only. You enter non-working hours. You can manage public holidays and vacation periods that apply to all or part of the workforce. To distinguish regional holidays in a company, you can assign different holiday calendars to different user groups (depending on the country, federal state or province). This information is then transferred to resource management.

Note

Not everyone is allowed to manage Company Vacations and Public Holidays. For this purpose, a customized role with the permission Manage Company Calendar is required for the group of authorized users. This enables you to access the configuration page via > Administration > Overview > Users & Groups > Company Vacations and Public Holidays.

If there are already existing calendars, the first calendar from the list is automatically selected. For each user group, you can manage a calendar. Users are automatically assigned to the associated calendar if they are a member of a user group that has been mapped to that calendar. The Select calendar drop-down menu features a search field. Multiple selections are possible. This allows you to select multiple calendars, which are then displayed in the secondary color in the users' absence calendar.

  1. Click > Administration > Overview > User &Groups > Company Vacations and Public Holidays.

  2. Click Create.

    3. The Create Calendar dialog appears.

  3. Enter a name.

  4. Optional: Enter a localized name in other languages. To do so, click the globe icon.

  5. In the Apply calendar to menu, activate the checkboxes for the user groups that should see this calendar.

  6. Optional: Select the checkbox Company to make the calendar visible across the entire company.

  7. Click Confirm.

You have created an empty calendar and can now manually enter company vacations and public holidays. You also have the option of importing a calendar with holidays from an external source.

You can adjust the calendar settings after the initial configuration.

  1. Click > Administration > Overview > User &Groups > Company Vacations and Public Holidays.

  2. In the Select Calendar dropdown, select the calendar you want to customize.

  3. Right and above the calendar, click Settings.

  4. Optional: Edit the name or its localizations.

  5. Optional: Edit the access permissions in the Apply calender to section.

  6. Click Confirm.

You have edited an existing calendar.

To consider regional holidays in a larger company, you can assign different holiday calendars (depending on the country, region or state) to specific user groups.

For this purpose, you can import calendars from external sources according to the open iCalendar standard. Supported file types for calendar data are: .ics, .ifb, .iCal and .iFBf.

  1. Visit a website such as Calendarlabs to access up-to-date calendar files for importing separately by country or province.

  2. In the platform, click > Administration > Overview > User &Groups > Company Vacations and Public Holidays.

  3. In the Select calendar dropdown, select the calendar to which you want to import.

  4. Click Import above the calendar.

  5. In the dialog that appears, select the file you want to import.

  6. Click Open.

    The file is imported.

  7. Click Save on the right below the calendar.


You have successfully imported an external holiday or vacation calendar into the system.

Note

Sometimes errors occur during the import or the calendar is apparently imported but does not show any dates in the software. This is not a system error, but probably a defective or non-standard calendar file.

You can validate if a calendar file from an external source complies with the valid standard on the official website of iCalendar. To do so, visit the following external link: https://icalendar.org/validator.html

Go there and upload the calendar file you want to validate.

You can duplicate an opened calendar using the Copy button and use its content as a foundation for creating another calendar.

The currently selected, hence opened, calendar can be deleted by clicking the Delete button (trash icon).

Attention! Data loss!

Deleting a calendar cannot be reverted.

  1. Click > Administration > Overview > User &Groups > Company Vacations and Public Holidays.

  2. In the Select Calendar dropdown, select the calendar you want to delete.

  3. Above calendar, click Delete.

    A confirmation prompt is displayed.

  4. Click Confirm.

The calendar is deleted.