Create Holiday Accounts

In Work, you can set up holiday accounts for your employees. This enables both you and your employees to view a holiday balance for the holiday year. This guide will walk you through the setup process and explain what you, as a manager, can view versus what your employees can access.

Create a Holiday Account

Follow these steps to create a holiday account:

1. Navigate to the "Shifts" menu.

2. Click on "Holiday Accounts".

3. Press the green "Create" button.

4. Fill in the available fields:

   • First, select an employee.
   • Next, choose whether the holiday will be a continuous accrual or a fixed accrual.
   • Select the holiday year the account should be based on. You can find more details about holiday years and how to set them up here.
   • Optionally, assign a calendar. This step is not mandatory.
   • Adjust the days counted for holiday usage. For example, if an employee takes 14 days off and weekends (Saturdays and Sundays) should not be included, toggle these days off so the holiday usage is calculated as 10 days for the employee.
   • Choose whether employees are allowed to have a negative holiday balance. As a manager, you can always grant extra holidays, even if the account shows the holiday is fully used.
   • Decide whether the employee has additional holiday. If enabled, specify the number of such days and whether they should accrue continuously.
   • The system pre-fills daily and monthly holiday accruals based on Danish regulations. These values can be modified.
   • Add a comment to the holiday account. This comment is visible only to those with access to the "Holiday Accounts" menu.

5. Once all fields are completed, click "Save".

For each holiday account, you can view the calculation details for holidays and additional holiday.

Easily Duplicate Holiday Accounts

To create holiday accounts for other employees, use the Duplicate option under the actions menu for the account you’ve just created. Remember to update the employee information before saving. 

Holiday Accounts Overview

Once holiday accounts are set up, you can view a summary of employee balances in the overview section.

Under the options menu for each holiday account, you’ll find five options:

1. Adjustments: Make positive or negative adjustments to both holiday days and special holiday days.
2. View Reports: Access all timesheets that impact the balance.
3. Duplicate: Quickly create new accounts based on an existing one.
4. Edit: Modify account details or view the balance calculation.
5. Delete: Remove the holiday account.

You can view accounts for different holiday years by toggling between years in the top-right corner of the page.

If you manage many accounts, use the filter module to search for specific accounts.

Employee Overview

When a holiday account is created for an employee, they gain access to view their holiday balance under "Shifts" > "My Holiday and Flex".

Employees must have the right to view "My Holiday and Flex", which is assigned at the employee group level.

Here, they can see an overview of:

• Their holiday balance.
• Earned holidays.
• Holidays taken.