Set Up Fixed Holiday Policy

Overview

The Fixed Holiday Policy feature enables administrators to establish consistent, organization-wide holiday schedules that apply to all employees. This system ensures uniform holiday management across departments while providing flexibility for different holiday types and policies.

Key capabilities include:

Setting annual holiday counts and policy types
Creating and managing individual holiday entries
Editing and deleting existing holidays
Viewing holidays in an organized table format with pagination

Prerequisites

Before configuring your fixed holiday policy, ensure you have:

Administrator permissions in the leaveHub
A complete list of company holidays for the target year
Holiday dates, names, and types ready for input
Understanding of your organization's holiday policy requirements

Accessing Holiday Policy

Log in on Saralflow using your administrator credentials
Navigate to the main dashboard and click on the LeaveHub app
Locate and click on the Policy section in the navigation menu
Select the Holiday Policy option to access the configuration area

Setting Up Holiday Policy Configuration

Step 1: Configure Basic Policy Settings

Select Year
- Use the year selector dropdown in the top-right corner
- Choose the year for which you want to configure holidays
- The system defaults to the current year
Enter Total Holiday Count
- Click in the Total Holidays field
- Enter the number of holidays your organization observes annually
- Validation: Must be between 1 and 365 days
- This determines the maximum holidays employees can take
Choose Holiday Policy Type
Click the Holiday Policy dropdown
Select from available options:
- Fixed: Predetermined holidays set by organization
- Flexible: Employees choose their own holiday dates
- Super Flexible: Maximum flexibility in holiday selection

Step 2: Configure Holiday Submission Settings

Note

Holiday submission date configuration only appears for FLEXIBLE and SUPER_FLEXIBLE policies. FIXED policies skip this step.

For Flexible and Super Flexible Policies:

Set Holiday Submission Date
Click the Holiday Submission Date field
Select the deadline by which employees must submit their holiday requests
Validation: Date must fall within the selected year's range
This ensures timely planning and approval processes

Date Range Validation:

Selected date must be between January 1st and December 31st of the chosen year
Error message will display if date falls outside this range

Step 3: Save Policy Configuration

Review Settings
Verify all fields are completed correctly
Check that holiday count matches your organization's policy
Confirm policy type selection is appropriate
Save Configuration
Click the Save Policy button
Button Status:
- Enabled when all required fields are valid
- Disabled when validation errors exist
Success Confirmation: System displays confirmation message upon successful save

Pro Tip

Save your policy configuration before adding individual holidays. This enables the "Add Holiday" functionality.

Adding Individual Holidays

Step 1: Access Holiday Creation

Verify Policy is Saved
Ensure your holiday policy configuration is saved
The Add Holiday button becomes enabled after saving
Click Add Holiday
Locate the Add Holiday button in the top-right section
Button Availability:
- ✅ Enabled: When policy is saved and holiday limit not exceeded
- ❌ Disabled: When policy unsaved or maximum holidays reached

Step 2: Holiday Creation Process

When you click Add Holiday, a popup window opens with the following fields:

Holiday Name
Enter a descriptive name for the holiday
Use clear, recognizable names (e.g., "Christmas Day", "Independence Day")
Avoid abbreviations that might confuse employees
Holiday Date
Select the specific date using the date picker
Date Restrictions: Must fall within the selected year
System validates against existing holidays to prevent duplicates
Holiday Type
Choose the appropriate holiday classification
Options may include: National, Religious, Company-specific, Optional
Additional Settings
Configure any special properties for the holiday
Set default holiday status if applicable

Step 3: Save Holiday Entry

Validate Information
Review all entered details for accuracy
Ensure date doesn't conflict with existing holidays
Submit Holiday
Click Save or Add Holiday in the popup
Success: Holiday appears in the holiday table
Error: System displays validation messages for corrections

Managing Existing Holidays

Viewing Holiday List

The holiday management interface displays all holidays in a paginated table format:

Column	Description
Date	Holiday date in your system's date format
Holiday	Name of the holiday
Holiday Type	Classification and any default holiday indicators
Actions	Edit and delete buttons for each holiday

Table Features: - Sorting: Holidays automatically sorted chronologically (January to December) - Pagination: View 20, 50, or 100 holidays per page - Navigation: First, previous, next, and last page buttons available

Editing Holiday Details

Locate Holiday
Find the holiday you want to modify in the table
Use pagination if necessary to locate the entry
Access Edit Mode
Click the Edit button (pencil icon) next to the holiday
Holiday editing popup opens with current information pre-filled
Make Changes
Update holiday name, date, or type as needed
Date Validation: Ensure new date falls within the year range
Conflict Check: System prevents duplicate holiday dates
Save Updates
Click Update Holiday to save changes
Confirmation: System displays success message
Refresh: Holiday table updates automatically with new information

Deleting Holidays

Select Holiday
Locate the holiday you want to remove from the table
Initiate Deletion
Click the Delete button (trash icon) next to the holiday
Confirmation Dialog: System asks for deletion confirmation
Confirm Removal
Read the confirmation message carefully
Click Yes to proceed with deletion
Click No or Cancel to abort the action
Deletion Result
Success: Holiday removed from table immediately
Notification: System displays confirmation message
Holiday Count: Available holiday slots increase by one

Warning

Deleted holidays cannot be recovered. Ensure you want to permanently remove the holiday before confirming deletion.

Holiday Policy Limitations

Fixed Policy Constraints

Holiday Limits: - Maximum holidays cannot exceed the configured holiday count - Add Holiday button disables when limit is reached - Must delete existing holidays to add new ones if at maximum

Date Restrictions: - All holidays must fall within the selected calendar year - Cannot create holidays for past dates (for current year) - Duplicate dates not allowed within the same year

System Limitations

Performance Considerations: - Table displays up to 100 holidays per page for optimal performance - Large holiday lists automatically paginated - Search functionality available for quick holiday location

Data Validation:

✅ **Valid Actions:**
- Holiday names up to 100 characters
- Dates within selected year range
- Unique holiday dates per year

❌ **Invalid Actions:**
- Duplicate holiday dates
- Holidays in past years (when editing current year)
- Empty holiday names
- Dates outside selected year

Best Practices

Planning Your Holiday Policy

🎯 **Annual Planning:**
1. Review previous year's holiday utilization
2. Consider cultural and religious diversity in your workforce
3. Align with industry standards and legal requirements
4. Plan holiday distribution throughout the year

📋 **Implementation Strategy:**
- Set up policy configuration early in the year
- Communicate changes to employees with adequate notice
- Provide clear guidelines for holiday requests
- Maintain documentation of policy decisions

Data Management

✅ **Do:**
- Use consistent naming conventions for holidays
- Verify dates before saving to avoid errors
- Save policy configuration before adding holidays
- Regularly review and update holiday lists

❌ **Don't:**
- Create holidays without saving policy first
- Use abbreviations that might confuse employees
- Forget to communicate policy changes to staff
- Delete holidays without considering impact on employees

Communication Guidelines

Employee Notification: - Announce new holiday policies at least 30 days in advance - Provide clear explanations of policy changes - Include holiday request procedures in communications - Maintain an accessible holiday calendar for reference

Documentation: - Keep records of policy decisions and rationale - Document any exceptions or special circumstances - Maintain version history of policy changes - Ensure HR team understands policy implications

Troubleshooting Common Issues

1. Add Holiday Button Disabled

Problem: Cannot click the "Add Holiday" button

Possible Causes & Solutions:

🔍 **Check Policy Configuration:**
   - Verify holiday policy form is saved successfully
   - Ensure all required fields are completed
   - Confirm policy type is selected correctly

🔄 **Check Holiday Limits:**
   - Verify current holiday count hasn't reached maximum
   - Review holiday count setting in policy configuration
   - Delete unnecessary holidays if at maximum limit

2. Date Validation Errors

Problem: Cannot select desired date or validation errors appear

Possible Causes & Solutions:

🔍 **Check Date Range:**
   - Ensure date falls within selected year
   - Verify system date format matches your regional settings
   - Check for conflicts with existing holidays

🔄 **Alternative Actions:**
   - Clear browser cache and cookies
   - Try using a different browser
   - Refresh page and attempt date selection again

3. Policy Changes Not Saving

Problem: Configuration changes don't persist after clicking save

Possible Causes & Solutions:

🔍 **Validation Issues:**
   - Check for error messages on form fields
   - Ensure all required fields are completed
   - Verify field values meet validation requirements

🔄 **System Actions:**
   - Refresh page and try saving again
   - Check internet connection stability
   - Log out and log back in to refresh session

4. Holidays Not Displaying

Problem: Created holidays don't appear in the table

Possible Causes & Solutions:

🔍 **Display Settings:**
   - Check if correct year is selected
   - Verify table pagination settings
   - Look for holidays on different pages

🔄 **Data Refresh:**
   - Refresh browser page manually
   - Switch to different year and back
   - Clear browser cache if needed

Error Message	Solution
"Holiday count must be between 1 and 365"	Enter a valid number within the specified range
"Holiday submission date must be within year range"	Select a date between January 1st and December 31st
"Holiday name is required"	Enter a descriptive name for the holiday
"Holiday with this date already exists"	Choose a different date or edit existing holiday

Conclusion

The Fixed Holiday Policy system provides comprehensive tools for managing organizational holidays efficiently. By following this guide, HR administrators can establish clear holiday policies, manage individual holidays effectively, and ensure consistent holiday management across the organization.

Regular maintenance of holiday policies and clear communication with employees ensures smooth operation and employee satisfaction with holiday arrangements.

Last Updated: September 2024 Version: 1.0 Document Type: End User Guide