Managing Holidays

As a manager, you are able to review incoming holiday requests, approve or reject requests with a single click. Dedicated item in the main menu is called Holidays Management. There are 2 views that will help you manage holidays. First of them is Leave Requests tab. All requested holidays are listed in the Leave Requests tab.

This section provides essential information about each request, including:

Name: The name of the employee requesting the holiday.
Leave type: The type of the holiday request.
Description: A short explanation or additional details provided by the employee regarding the holiday request (can be empty if configured as optional).
From/To: The start and end dates of the requested holiday.
Duration: The total duration of the holiday request, specified in hours.
Status: The current status of the request (e.g., Pending (if no Approvals yet), or Approved 1/2, Approved 2/3 if multiple approvals are required).
Arrow button: When a user clicks the arrow button, a side drawer appears, providing detailed information about the selected leave. This view serves both as an informational panel and an action center for approvers. The drawer includes:

Employee name and avatar
Leave period: clearly shows start and end dates with total requested hours or days
Current leave balance and the balance after the leave is deducted
Leave type and description, if provided
Approval path: displays the list of approvers if more than 1 needed.

Approval Mechanism

If only one approval is required (i.e., Approval Count = 1), the first approver to accept the request will finalize it:

The status changes from Pending to Accepted
The request is automatically moved to the “Holiday history” tab
The approver sees both Accept and Reject buttons

If multiple approvals are required:

Once the current user approves, they no longer see action buttons
The leave remains in the Leave Requests tab until all approvals are completed
The request is only moved to Holiday history once all required approvals are fulfilled

This ensures full transparency in multi-level approval workflows while simplifying single-level approval cases.

All holidays that have been fully accepted are displayed in Holiday History tab. Ongoing holidays will have a blue background, making them easier to identify. Leave Requests and Holiday History tabs can be filtered by Employee and type of holiday.

Managers have the ability to manage already approved holiday requests directly from the Holiday History tab. When viewing a specific employee's approved leave:

Edit Functionality

By clicking the “Edit holiday leave” option in the side drawer, a standard edit modal appears.

The modal allows the manager to:

Modify the leave type.
Adjust the description.
Change the duration of the leave (date range and hours).

Note: It's not possible to change the employee when editing an already created holiday.

The leave balance displayed in the modal dynamically updates based on the edited duration. Once changes are saved, the leave details and leave balance are updated accordingly.

Remove Functionality

Managers can also click the “Remove holiday leave” button to delete the leave entry. A confirmation dialog will appear asking: “Are you sure you want to delete?” After confirming via “Yes, continue”, the leave is removed from the system. If the deleted leave had previously reduced the employee’s leave balance, the balance will be automatically recalculated and updated to reflect the deletion.

This ensures full flexibility and accuracy in managing leave records, while maintaining up-to-date tracking of available days off for employees.

Creating Holiday on Behalf of Employee

As a manager, you also have the ability to create holidays on behalf of any active employee by clicking Add holidays button on the top right corner. These requests will be automatically approved regardless of the approval count setting.

To create a holiday on behalf of an employee, follow these steps:

Navigate to the Holidays management item from the main menu.
Click on the Add holidays button.
Select the employee from the dropdown list.
Select the holiday type.
Provide a brief description or reason for the holiday (optional, if set as not required in settings).
Select the day or period for the holiday in the calendar using drag&drop functionality.
Save the holiday by clicking "Create holiday" button.

Note: Once a holiday type is selected, the description field will be marked as required or remain optional based on the common holiday settings.

Note: You also have the option to select a few hours (from 1 to 7) inside Hours field if the time off is less than one full day.

Note: Below the form there's summary section, that includes the current leave balance, the holiday period (e.g., 4 hours), and the updated balance after saving the holiday. This provides with a clear overview of how the creation will impact the remaining balance.

Holiday will be automatically displayed in the Holiday History tab with possibility to be edited or removed.

Holiday Planner

The Holiday Planner tab in Holidays Management provides a visual calendar view of all approved absences across the organization, helping managers and teams plan work around employee availability. On a standard desktop screen, the planner displays a rolling 30-day window, beginning from the current day. This helps managers track both upcoming and current leaves at a glance.

Holiday Planner includes:

Interactive Calendar View – View scheduled holidays for employees.
Quick Holiday Creation – Click on an empty day tile or use drag-and-drop to add a holiday.
Approval Workflow – Approve or reject pending holiday requests.
Editing & Removal – Modify or delete approved holidays if needed.
Pending Approval Visibility – If additional approvals are required, the request will be marked as pending with relevant details.

Adding a Holiday in Holiday Planner

Click on an empty day tile in the planner.
Alternatively, use drag-and-drop to define the holiday duration.
Fill in the required holiday details (e.g., type of leave, duration, description).
Click on "Create holiday" button. Holiday will appear in the planner and all other relevant views as already approved.

Editing or Removing an Approved Holiday

Click on an already approved holiday.
Modify the details by clicking relevant button in the appeared sidedrawer.
Use the Remove holiday leave option to remove the holiday if needed.

Approving or Rejecting a Holiday Request

If a request is pending approval, it will visually differ from approved holidays in the calendar.
As a holiday manager, you can:
- Click on the request to view details.
- Approve or reject the request by clicking relevant button.
- If further approvals are needed, the request will remain as pending until all necessary approvals are completed.

Use filters to view specific employees.

The Holiday Planner simplifies leave management by providing an easy-to-use and transparent tracking system. With the ability to use filters to view specific employees, managers can ensure smooth holiday scheduling while maintaining workforce balance.