TABLE OF CONTENTS
1. Defining holiday days for employees
2. Creating a holiday task (Timecard)
4. Deleting and editing holiday seasons
Koho has a tool for managing annual holidays which is explained in this article. The principle is that employees can request holidays and admin users can either accept or deny the holiday. The deployment of this tool needs some configuring from our customer service so if you want to start using the holiday tool, please contact our customer service at asiakaspalvelu@kohosales.com.
The holiday tool is used a bit differently depending on the way you are tracking flexitime: work-time clock or timecard. In this article, we'll go through how to use the holiday tool for both options from the admin user's perspective. If you want to know how employees can use the holiday tool to request holidays, take a look at this article: 2.5.2 Requesting annual holidays.
1. Defining holiday days for employees
First, you must define how many holiday days each employee has accumulated. They are defined on the "Reports" section of Koho:
1. When working time tracking is done with work-time clock: Reporting => Working days => Holidays
2. When working time tracking is done with timecard: Reporting => Holidays => Holidays
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Holiday seasons are added with the "+Holiday" button. Give the following definitions for the holiday season:
- Annual leave / designation (name of the holiday season e.g. Annual leave 2022)
- Give the holiday season a date, for example the first day of the holiday season. If an employee has several holidays, Koho uses them from oldest date to newest date.
- Number of holiday days
- Select all employees that have this amount of holiday days
- Save
Repeat these steps to all employees that have differing amount of holiday days. When you date the holiday seasons to the same date, they appear on the same column.
False entries can be overwritten with a new value or by resetting the value to zero to delete the holiday season.
2. Creating a holiday task (Timecard)
If you are using Timecard to follow flexitime, you need to create a specific holiday task to use the holiday tool. The holiday task is an internal task that is added to the company's internal project. If the holiday task needs to remove hour targets, unselect the "Flexitime" field. Finally save the project.
Then go to the "Invoicing" settings to set the holiday task to your company's settings. After this Koho treats entries for this task as holiday and they appear on the holiday calendar.
3. Processing holidays
Holidays are processed on the "Reports" section of Koho:
1. When working time tracking is done with work-time clock: Reporting => Working days => Holiday calendar
2. When working time tracking is done with timecard: Reporting => Holidays => Holiday calendar
Holidays can be either accepted or rejected on the "Handle holidays" table by clicking either the "V" or "X" signs. You can also reject single days by clicking a day from the calendar. Accepted holidays are shown in green colour in the calendar and unprocessed holidays are shown in orange colour. If a holiday is rejected, it disappears from the holiday calendar. When a holiday is accepted or rejected, the user gets a notification to their email.
You can use the "Select options" menu to see only selected employees in the table. You can also download the holiday calendar in PDF or Excel format from the "PDF" or "Excel" buttons. If you select the "Show blank" option, you can see empty weeks in the holiday calendar. With the "Inactive employees" selection you can see archived employees in the calendar.
4. Deleting and editing holiday seasons
You can delete or edit holiday seasons on the "Holidays" tab. Click on the holiday season you want to edit. On the new tab you can edit the name and date of the holiday season. If you need to change the number of holiday days for the season, you can do it by filling the "No. of days" field with the new amount.
It is also possible to delete or hide a holiday season. Hiding can be used when you want to remove an old holiday season from the holiday view, but still keep it for reporting purposes. You can access the hidden holiday seasons by choosing the "Show hidden" field. Deleting a holiday season resets the holiday days to zero and the holiday season is removed. No actual holiday entries are removed but their allocation to a holiday season disappears.
You can find instructions for employees on how to request holidays from this article: 2.5.2 Requesting annual holidays
Please contact our customer service at asiakaspalvelu@kohosales.com if you have any further questions!