Staff Holiday Configuration

You can set Holiday Entitlement values for Staff whereby they can also request against this entitlement in Databridge. 

Setting Holiday Statuses

The Holiday Entitlement in Databridge uses the Absence Statuses as used when recording Staff Absence.  To ensure Holidays are separated from general Absences you may need to update the status.

Navigate to Administration -> Standard Values, under the Staff Values area click on Absence Status. This will list all existing Statuses you have added to Databridge. If you do not have an existing one for Holiday it is recommended you add one now by clicking New Status.

Once you have located or added at least one Status to indicate Holiday, ensure that it has the Calculate for Holiday Entitlement option selected. Otherwise staff cannot select it when requesting leave nor will Holiday Entitlement figures adjust correctly.

Holiday Entitlements

To setup the entitlements for individual Staff, locate their record in Staff -> List. Then go to the Personnel Tab -> Holiday/Absence area. 

To add an entitlement, click on the Add Holiday Entitlement button and enter the required details:

When you have finished entering details, click on the Save button.

To edit an existing entitlement, click on the row in the table you need to edit. 

As well as the individual entitlement details, you can also set the following fields on the Staff record under the Holiday/Absence area:

Tip
You can set the global setting for Day/Hour calculation in Administration -> Standard Values, in the Defaults area and click on Site Settings

Creating a Holiday Request

To request any holiday, the user will need to click on their name at the top right and click on My Holiday. Here they can view their entitlement, recorded holiday and requests year on year.

There are four panels available on the holiday request screen

Click on the Request Holiday button and a window will appear with multiple fields to complete for the holiday request. When finished click on Save and the line manager set in the user's record work tab will receive an email to notify them about the request. The user can also cancel the request in the Holiday Request panel using the cancel request button. The table below shows the details for the fields shown in the window.

Some fields will appear depending on the set duration type such as days or hours.

These requests will appear in the Staff - Holiday Requests widget for the appropriate line/job manager to approve/deny accordingly.

To create a request to change a holiday, click on the edit button for an approved holiday in the Holidays panel which will show a window containing the current details for that holiday. The user can then edit any of the fields in this window as required and confirm using the Request Change button. The user can also cancel the change request in the Holiday Change Request panel using the cancel change request button. The details of the fields are mentioned in the table below.  

After requesting the changes, the line/job manager associated with the user will receive an email to notify them about the change request. 

Tip
Using the shift pattern option allows the staff to book holidays without needing to manually set the start, end and break times per day.

Approving / Denying Holiday Request(s)

You can approve or deny holiday requests using a widget on the main dashboard or you can also cancel or delete holiday requests in the Absence Manager screen (pending access).

Note:
As a default the Line Manager of the staff member requesting holiday will receive notifications regarding holiday, but there is a permission that allows you to manually set who else can receive notifications regarding Holiday requests: 'Staff - Holiday Request Approver'. 

Navigate to Staff -> Absence Manager on the left-hand navigation menu. Locate the relevant staff and click on them to display details for their record. Navigate to the Holidays Tab and there will be three panels available. Locate the correct panel, click on the edit icon which shows a drop-down with an option to approve or deny the holiday request. The three different panels are detailed below.

On the main dashboard, click on Add Widget -> Staff - Holiday Requests. This widget will show all individual holiday or holiday change requests and is filtered using the staff dropdown. Tick the checkboxes per holiday to action and then use the options button to either approve or deny the holidays selected.

The individual(s) will be notified by email on whether their request(s) were approved/denied accordingly.

Information
Any approved requests will then be recorded in the Staff Absence areas so they display on the appropriate widget to inform others and calculate remaining holiday entitlement

Cancelling / Deleting Holidays

To remove any Holidays, navigate to Staff -> Absence Manager on the left-hand navigation menu.

Locate the relevant staff and click on them to display details for their record. Navigate to the Holidays Tab and there will be three panels available. Locate the correct panel, click on the edit icon which shows a drop-down with an option to delete or cancel the holiday. The three panels are detailed below.

Reporting Holiday Entitlement

Aside from the Staff Absence reporting options such as the Absence History, Absence Dashboard and Absence - Instances Over Time available in Reporting -> Reports Menu, you can output a specific Holiday Entitlement report.

This is found at either: Staff -> Reports 

OR Reporting -> Reports Menu -> Staff -> Common Reports. 

Filter the list of Staff shown as required for who you want to see details for, then click on either the Print or Excel icon next to Holiday Entitlement Report.

Automatic Renewal Holiday Entitlement

First, navigate to Staff Module -> Absence Manager -> View Menu -> Holiday Entitlement Templates screen. In this area of the system, you can create multiple holiday templates based on the staff job records for holiday entitlement renewals.

To create a new template, click on the File menu, select Add New Template and then multiple fields will appear on the right-hand side.

Once the fields have been set with the relevant information, click on Save Template. The system will then run the template once, based on the month and day set. 

Example
If a template has the month set for April and the day set to first day of month, the system won't run the template to create the holiday entitlement renewals until it is the 1st of April

You can also run the template manually using the Run Manually button at the bottom. At the bottom of the screen is a table that shows any previous runs of the template.