Managing holidays and holiday sets

SECURITY  Security level with Admin permission to configure Resources/Users (HR). Refer to Admin security settings.

NAVIGATION   > Admin > Organization Settings & Users > Resources/Users (HR) > Resources/Users (HR) > Holiday Sets

About holiday sets

Holiday sets list days when no business is transacted at your local organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site..

EXAMPLE   Your business is closed on Christmas Day.

  • Your employees typically get holidays off. Anyone working on a holiday might be entitled to compensatory time off or additional compensation.
  • Holidays appear on your resources' timesheets to help them plan their vacations and time off requests.
  • SLAs and workflow rules that use business days to compute events or actions will exclude holidays if they are included in the holiday set.

When you configure your internal locations, you must select a holiday set. Refer to Internal locations.

  • If your company doesn't observe any holidays, use the default holiday set None Selected.
  • All other customers should create at least one holiday set and associate it with their internal location or locations.
  • If you have internal locations in multiple countries where different holidays are customary, you will need set up additional holiday sets.

Do you need a new holiday set each year?

No!

IMPORTANT  At the beginning of the year, do not create a new holiday set for an internal location. Instead, add the new year's holidays to the list that already exists so you can maintain holiday time use data in your Autotask instance. If you change the date for the existing holidays (for example, updating "New Year's Day" from 1/1/24 to 1/1/25), you will lose that history in your Autotask instance. On timesheets that used the holiday, the holiday would no longer appear and it will look like the person did not work any hours that day.

  • Holidays are displayed on your resources' timesheets to help them plan their vacations and time off requests.
  • Workflow rules that use business days to compute events or actions will only respect holidays if they are included in the holiday set.

Holidays and resource hours

A resource's available hours impact how many hours a holiday is deemed to have.

EXAMPLE  January 1 is a Monday. On Mondays, Michael is working 8 hours, so his timesheet and various reports display 8 hours for this holiday. Tom's availability is 4 hours, so his timesheet shows only 4 hours for the same holiday. The principle here is that you cannot have more holiday hours on a given holiday than you have regular working hours.

How to...

  1. To open the page, use the path(s) in the Security and navigation section above.
  2. Click New to open the New Holiday Set page.
  3. Enter or edit the Holiday Set Name and Holiday Set Description.
  4. Click Save and follow the instructions below to add the holidays to the holiday set.
  1. To open the page, use the path(s) in the Security and navigation section above.
  2. Click the context menu and select Edit.
  3. You can modify the holiday set Name or Description.
  4. Scroll to the Holidays section.
  5. To add a holiday, click New Holiday. A new line is added to the holiday list. To edit a holiday, click on the line with the holiday.
  6. Enter or edit the Holiday Name and Holiday Date

    NOTE  Best Practices:
    • If a holiday like the 4th of July falls on a Saturday, and you are giving everyone Friday the 3rd off, enter July 3rd in the date field, and add (observed) to the Holiday Name for clarification.
    • If the holiday can be taken any time during the year, add (floating) to the name.
    • If you are giving your staff their birthday off (a different date for everyone), enter it under January 1st, and add (actual birthday) or (floating) to the name field.

  7. To delete a holiday, click the Delete icon .
  1. Click Save.

NOTE  If the holiday set you want to delete is associated with an internal location, you must disassociate the holiday set before you can delete it.

To delete a holiday set, complete the following steps:

  1. To open the page, use the path(s) in the Security and navigation section above.
  2. Click the context menu and select Delete. If the holiday set is associated with an internal location or is the system holiday set (default name "None Selected"), the Delete option will not be available. Refer to Internal locations.
  3. Click Yes on the confirmation message. Deletions cannot be undone.