Holiday Calendar

Holiday Calendar

Purpose

Setting up the holiday calendar is one of the important tasks for an HR at the beginning of the year. This is more important if you operate out of multiple locations or multiple shifts. An updated holiday list helps employees plan their leave much ahead of time. This, in turn, helps in work allocation. Having the option to see the official holiday calendar along with the personal calendar is an added advantage. With Zoho People, you will be able to achieve all of this.

Location and Shift based holidays

Follow the steps given below to add location or shift based holidays.

  1. From your home page, go to Leave > Holidays > Add
  2. Enter the name and date
  3. Check the 'Restricted holiday' box to add a restricted holiday
  4. Check the 'Half-day' box if needed
  5. Under Applicable for, click the list icon and select Location
  6. Select the location for which the holiday should be added
  7. If you would like to add the holiday for a shift, then select the 'shift' option from the list icon and select the appropriate location
     

         8.Click Submit

When you add a holiday to a location or for a shift, the employees who are mapped to that location/shift will be eligible for the holiday. If you do not select any location or shift here, then the added holiday will be applicable to everyone in the organization.

NoteIn cases where both location and shift based holidays are present, shift based holidays will only take effect.

Restricted Holidays

To add a Restricted Holiday for your organization,

  1. From your home page,go to Leave (gear icon) > Holidays> Add
  2. Enter the name and date
  3. You will see that there is an option called 'Restricted Holiday'.Check this box to show a holiday as a Restricted holiday

4.Select the locations/shifts for which this holiday is applicable

5. If you would like to set a reminder to inform employees of an upcoming holiday(via email), you can enter the required value in 'No of day(s) before which the reminder should be sent

6. Check the 'Notify Applicable Employees' if you would like the employees (of the selected location or shifts) to be notified via feeds

7.Click Submit

Now a holiday has been added as a restricted holiday for your organization. For your employees to avail the restricted holiday, a leave type called 'Restricted Holiday' has to be added. To add this,

  1. From your home page, go to Leave > Settings > Leave Type > Add
  2. Enter leave name, entitlement and other details as required
  3. Under 'Type', select 'Restricted Holiday'
  4. Click 'Submit'

Now a new leave type called 'Restricted Holiday' has been configured for your organization.

To apply for a Restricted Holiday,

Logging a request for restricted holiday is similar to applying leave. Follow the steps given below to do this:

1.From your home page, go to Leave > Apply Leave

2.Select the leave type as Restricted holiday

The system will auto-fill the date field with the restricted holiday that falls in the previous or the next five days.

3.Give team email id and reason if needed

4.Click Submit

Viewing holiday list:

  1. From your home page, go to Leave > Holidays

  2. Click on the filter
  3. Under 'Applicable For', select 'Me' and hit Search

The employee will be able to see the holidays that he/she is eligible for.

Sync and revoke Holiday and Leave calendar 

Your leave and holiday calendar can be synced with either Google calendar or Office365 calendar.

To select the calendar you want,

  1. Navigate to Leave, then select List View.
  2. Click the ellipsis icon and select Calendar Sync. 

  1. Select either Google calendar or Office365.

Once you have selected one of these calendars, holidays and leaves will be synced only to this calendar.

1. Push data to Office365

You can push your leave and holiday details from Zoho People into Office 365's calendar. This helps you keep track of all upcoming holidays and events seamlessly, without the need to switch between the two accounts.

The Office 365 account has to be authorized before the details can be pushed and synced. Once you have chosen Office365 to sync your holiday and leave data,to authorize your Office 365 account in Zoho People:

  1. Click Authorize. This will take you to the authorization page.

  1. Enter your Office 365 credentials, then click Next. Your account will be authorized.
  2. If you are already signed into your Office 365 account, click Use this account.

Your account will now be successfully authorized. You can push your leave and holiday calendar into your Office 365 calendar.

After authorization, the first push from Zoho People has to be done manually. All leave and holidays added after the manual push will be synchronized with Office 365 calendar automatically.

To push your holiday and leave details to Office 365 Calendar:

  1. From the list view page of your Leave portal, select the group from your Office 365 account. Your holiday and leave details will be pushed to the group selected here.
  2. Select the particular calendar as present under the group selected, and click Push.

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Your leave and holiday details will now be pushed to your Office 365 Calendar. If approvals are set for leave, then only approved leave will be pushed into your Office 365 Calendar. If no approvals are configured for leave, then leave will be pushed when it is applied in Zoho People. The pushed leave, events, and holidays will be viewable in your Office 365 account, under Calendars.

Revoke Office365 calendar sync

If you want to revoke Office 365 calendar sync, follow these steps:

  1. Navigate to Leave, then select List View
  2. Click the ellipsis icon on the top right and select Office365 calendar options
  3. Click Revoke beside the authorized account 

                                                                                                                                                             

Points to remember:

  • Authorization is not applicable to users who use the single sign-on method (signing into Zoho People directly from their Office 365 accounts), as their accounts are already authorized.
  • The push from Zoho People can occur only after the authorization is successful.
  • The first push from Zoho People has to be done manually. All leave and holidays updated after the push will be synced automatically.
  • The time zone set in your Office 365 account should be the same as your Zoho People account.
  • If no leave or holiday is added to Zoho People within 90 days from the date of the first push, reauthorization will occur.

2. Push data to Google calendar

You can push your leave and holiday details from Zoho People into Google calendar. This helps you keep track of all upcoming holidays and events seamlessly, without the need to switch between the two accounts.

The Google calendar account has to be authorized before the details can be pushed and synced. Once you have chosen Google calendar to sync your holiday and leave data,to authorize your Google calendar account in Zoho People:

  1. Click Authorize. This will take you to the authorization page.

 

  1. Enter your Google calendar credentials, then click Next. Your account will be authorized. 
  2. If you are already signed into your Google calendar account, click Use this Account. 

Your account is now successfully authorized. You can push your leave or holiday calendar into your Google calendar. 

After authorization, the first push from Zoho People has to be done manually. All holidays and leaves added after the manual push will be synchronized with Google calendar automatically.

To push your holiday and leave details to Google calendar, go to the List View page of Leave and select the calendar from your Google account. 

Your leave and holiday details will now be pushed to your Office Google Calendar. If approvals are set for leave, then only approved leave will be pushed into your Google Calendar. If no approvals are configured for leave, then leave will be pushed when it is applied in Zoho People. The pushed leave, events, and holidays will be viewable in your Google calendar account, under Calendars.

Revoke Google calendar sync

If you want to revoke Google calendar sync, follow these steps:

  1. Navigate to Leave, then select List View
  2. Click the ellipsis icon on the top right and select Google calendar options
  3. Click Revoke beside the authorized account 

Points to remember:

  • Authorization is not applicable to users who use the single sign-on method (signing into Zoho People directly from their Google calendar accounts), as their accounts are already authorized.
  • The push from Zoho People can occur only after the authorization is successful.
  • The first push from Zoho People has to be done manually. All leave and holidays updated after the push will be synced automatically.
  • The time zone set in your Google calendar account should be the same as your Zoho People account.
  • If no leave or holiday is added to Zoho People within 180 days from the date of the first push, reauthorization will occur.

Note:

1. If Google calendar is already synced for holidays, this prompt will appear to sync leave data as well:

2. For accounts where Google calendar is already synced for holidays but not synced for leave, Push to Google Calendar will appear in the list view:

 

Holiday Reminders

Automated reminders to remind your employees of upcoming holidays can be configured in Zoho People. Follow the steps below to set holiday reminders.

  1. From your home page, go to Leave Tracker > Holidays > Add Holidays
  2. Enter the holiday name, date, applicable for and other details
  3. Set the number of days before which you want the reminder for holiday to be sent from the drop down

4.Click on 'Notify Applicable Employees' if required

5.Click 'Submit'

Now a reminder will be sent to the applicable employees notifying of the upcoming holiday(s) based on the days selected.

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