Your progress:

What will you learn in this lesson?

After completing this lesson, you’ll be able to:

• Explain how to record holidays.

Things you’ll need to know for this lesson:

Team – grouping of one or more Roles that have something in common, for example ‘All Torquay Office’ Team represents everyone working in the Torquay office.

Let’s set the scene.

	Remember Kelly? Kelly is our Web Designer. He’s been working hard and is due for some well-earned rest and relaxation once the Grommet’s website project is wrapped up. Kelly would like to take 5 days annual leave and needs to request approval from his manager, Layne.
	Layne has some team members in Victoria, Australia who are taking Melbourne Cup as a public holiday, so she needs to schedule her projects around this event.

How do I request a Holiday?

Great question! You can create one of the following:
a) Individual Holiday – e.g. sick leave, annual leave, personal leave
b) Public Holiday – e.g. Memorial Day, Bank Holiday, Melbourne Cup Day
c) Global Holiday – Non-working day e.g. A company day off

Individual Holiday

An individual Holiday is assigned to an individual Role and appears in red on the Scheduler to indicate that person is not available on a particular day or on multiple days. In our example, Kelly would create a Holiday record for the 5 days annual leave including the start and end date of his trip. He would then submit the Holiday record for approval to his manager (the same person who approves his timesheets, as indicated in the Timesheet Approver field on the Role record). The number of days a role is entitled to is recorded in the Holiday Allowance record. Once the leave is approved, the Holiday Allowance record will show how many days are left remaining.

Public Holiday

A Public Holiday is assigned to a group of people by assigning it to one or more Teams. For example, if “New Year’s Day” is a non-working day for all team members, it is possible to create a public Holiday and assign it to the “All Employees” Team rather than create a Holiday record for each employee. In our example, “Melbourne Cup Day” is a holiday in Victoria, Australia so Layne would create a Holiday record and assign it to the “All Torquay Office” Team instead of having to assign it to Kelly, Layne, and Tyler individually. The Holiday will appear in red on the Scheduler for Kelly, Layne, and Tyler to indicate they are not available to work on Melbourne Cup Day.

Global Holiday

A Holiday record is considered ‘Global’ if the Role field is empty, and there are no Holiday Assignment records linking the Holiday to Team(s).

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Note: No Teams created yet? Refer to the Create a Role lesson for more details.

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Let’s create a Holiday.

Kelly is ready to submit his 5 days annual leave for approval. Here are the steps:

1. Go to the Holidays tab.
2. Click New.
3. Type in the Holiday Name.
4. Use the Calendar to select the Start Date and End Date.
5. Click the drop-down menu for Type and select “Annual Leave“.
6. Select ‘Annual Leave’ as Holiday Allowance
7. Type in the number of Days Taken and Hours Taken.
8. Set the Approval Status to “Submitted”.
9. Click Save to submit holiday for approval.

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Note: You can also create a Holiday directly from the Holidays related list of a Role record. 

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Layne is ready to create Melbourne Cup Day as a public holiday for the team in Torquay. Here are the steps:

1. Go to the Holidays tab.
2. Click New.
3. Type in the Holiday Name.
4. Use the Calendar to select the Start Date and End Date.
5. Click the drop-down menu for Type and select “Public Holiday“.
6. Type in the number of Days Taken and Hours Taken.
7. Set the Approval Status to “Approved”.
8. Click Save.
9. Click the RELATED tab.
10. Click New on Holiday Assignments.
11. Start typing the Team name into Team to search for and select the correct Team.
12. Click Save.

Before we move on…

Kelly has created and submitted his annual leave for approval. Layne has created a public holiday and assigned it to the Torquay Office Team. Every Role assigned to that Team will now see the “Melbourne Cup Public Holiday” on their schedule.

 

Ready to move on? Take the quiz below to test your knowledge.