Weekly offs and holiday calendars
Set weekly offs such as Sundays plus the 2nd and 4th Saturdays, and half-day offs, for whoever they apply to. Keep holiday calendars with public and restricted holidays and a yearly quota. Declare a holiday on the day when rain or an emergency closes the site.
PLANSEvery plan
The problem it solves
- The office is off on the 2nd and 4th Saturdays but the factory works them, and the register marks one or the other absent.
- Each location celebrates different festivals, and one calendar does not fit.
- Employees may take two optional holidays a year, tracked in a notebook.
- The site closes at 11 because of heavy rain, and the next day half the staff show as short of hours.
How it works
- Open Time & Attendance > Configuration > Shifts and Holidays > Weekly Offs and add the off days. Give the weekday, the Weeks of the Month (all, or 2,4) and Half Day Off if needed. Fill in Applies To.
- Open Holiday Calendars, give the calendar a name and an Applies To, and add each holiday with its date and kind: Holiday, or Restricted (optional). Tick Half Day for a half day.
- For restricted holidays, fill in Eligible Religions and Eligible Locations if they apply, and set Restricted Holidays per Year (2 to start with).
- Employees choose their restricted holidays under Time & Attendance > Requests > Restricted Holidays. The manager or the attendance office approves each choice.
- When a holiday is decided on the day, go to Requests > Declare a Holiday. Give the reason, the date, Off From (empty for the whole day), the essential staff and who it covers. Click Declare.
- Attendance of the days concerned is worked out again by itself: nobody covered is marked absent, late or short.
Everything it does
Weekly offs
- Any weekday, every week or chosen weeks of the month, such as Sundays plus the 2nd and 4th Saturdays
- Half Day Off: only the second half of the day is off, so a half day of work is a full day
- Different patterns per Entity, location, department, category, grade or person through Applies To
- Ready to start with: Sundays off for everyone
- People on a 24x7 rotation take their offs from the rotation instead
Holiday calendars
- Holidays with a date, a name and a kind: Holiday or Restricted (optional)
- Half Day for half-day holidays
- One calendar per group of people through Applies To, such as one per state or location
- Restricted holidays: Eligible Religions and Eligible Locations; empty means everyone
- Restricted Holidays per Year: 2 to start with
Restricted holiday choices
- Chosen by the employee; statuses Submitted, Approved, Rejected, Cancelled
- Refused when the holiday is not in the person's calendar, is for another religion or location, or goes beyond the yearly number
- An approved choice makes that day a holiday for that person only
- Decided by the reporting manager or the Attendance User, through the Restricted holiday chain
Holidays declared on the day
- Whole day, or Off From a time, for example 11:00
- With Off From, people who came are present and the others are on holiday. Nobody is late or short, and the day is paid for all
- Essential Staff (still working) are left out; their work that day follows their overtime rule
- Applies To: the whole Entity, a location, a department and so on
- Notify Employees: on to start with
- Withdraw takes the holiday back and the days are worked out again
Who uses it
Attendance ManagerSets the weekly offs and holiday calendars.
Attendance User or HRDeclares a holiday on the day and decides restricted holiday choices.
ManagerApproves the team's restricted holiday choices.
EmployeeChooses restricted holidays and is told of a declared holiday.
Where you use it
- Web: Time & Attendance > Configuration > Shifts and Holidays > Weekly Offs and Holiday Calendars
- Web: Time & Attendance > Requests > Restricted Holidays and Declare a Holiday
- The SmartMy HRMS app: the holiday list, choosing a restricted holiday, and deciding choices for managers. (Built and in testing, not in the app stores yet)
- Roster Planner: weekly offs show as WO and holidays as H
What you control
Settings
- Weekly offs: Sundays to start with
- Restricted Holidays per Year: 2
- Declare a Holiday: Notify Employees on
- Restricted holiday approval chain: the reporting manager or the Attendance User to start with
Approvals
- Restricted holiday: one chain per Entity, decided by the reporting manager or the attendance office unless you set other levels
Notifications
- Holiday Declared: to the employees covered, except the essential staff, in the app, by push and by email. SMS and WhatsApp go out where those channels are on for your account. It is transactional and goes out at once
- HR Request to Approve (level): to the approvers of a restricted holiday choice, in the app, by push and by email
- A person can switch off a channel such as email for themselves; in-app notices always arrive
Works with
SmartMy CampusVacations planned for teaching staff, non-teaching staff or everyone become paid days off, with vacation duty earning leave.
Questions
Can the office and the factory have different weekly offs?
Yes. Make one weekly-off pattern for each and set Applies To to the location or department. The most specific pattern applies to each person.How do we handle optional festival holidays?
Mark them Restricted (optional) in the calendar and set how many a person may take a year. Employees choose them, and the manager or the attendance office approves.What happens to people who were already at work when a holiday is declared from 11:00?
They are marked present with a full day, and those who had not come are on holiday. Nobody covered is late, absent or short of hours that day.Do essential staff get anything for working on a declared holiday?
They are left out of the holiday, so the day is a working day for them. Extra hours follow their overtime rule, which can pay overtime or give comp-off.Is a holiday paid if it falls on a weekly off?
The day counts once, as a weekly off, with one paid day. There is no extra day off for a holiday that falls on a weekly off.Related features
SHIFTS, OFFS AND HOLIDAYSShifts, rotations and the roster plannerDefine fixed, night, split and flexible shifts and run 24-hour rotations with teams offset from each other. Plan who works what on a grid of people by days. Shift swaps need the colleague's acceptance and the manager's approval, and every change flows into that day's attendance.ATTENDANCEDaily attendance, regularisation and the registerEvery employee gets one attendance record a day with the status, paid days, loss of pay and late, early and overtime minutes. It says in plain words which rules gave the result. Employees correct missed punches by request, only authorised HR can change a day, and the monthly register exports to CSV.ATTENDANCEOvertime, comp-off and short leaveOvertime is counted from the punches by your overtime rule and either paid through payroll at your rates or turned into comp-off. Work on a weekly off or a holiday earns comp-off by claim. Short permissions of an hour or two stay within your monthly limits.LEAVELeave types, credits, rules, year end and maternitySet up any leave type with its own credits and rules, and let the system keep every balance. Requests are checked against the policy when they are sent, approved through your chain, and closed at year end by carry forward, encashment or lapse.EMPLOYEES AND ORGANISATIONDepartments, grades, locations and policies by scopeModel the organisation as it is: departments with sub-departments, designations, grades, employment types, staff categories and work locations. Every HR rule says who it applies to, from the whole Entity down to one employee, and the most specific rule wins.
See your own month run in it.
Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.