Holiday calendars are set up to manage manage holidays (non-working days) in specific regions or countries. People can be assigned to a holiday calendar to track what working days are holidays for them, making it easier to monitor resourcing and accurately measure their utilisation.
Holidays are also automatically presented on a person’s timesheet - there is no need to specifically enter “holiday” time into a timesheet.
A person is linked to a holiday calendar on their posting.
There are currently two different processes for managing holiday calendars within Projectworks. The options you have are dependent on when your Projectworks environment was established
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Manually managing holiday calendars
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Syncing holiday calendars from a data feed (since mid 2023)
We will contact customers when we have completed a process to allow linked calendars to be retrospectively added into an environment.
Using manually managed holidays and holiday calendars
Prior to the linked holiday calendars being available, holidays and holidays needed to be manually created and maintained. This was seen as a yearly task to be performed manually by your Projectworks administrator. The ability to manually add calendars and holidays is available in all Projectworks environments.
You will probably find it easier to add the holiday calendars first, then add the holidays. When adding a holiday you are able to associate it to any existing holiday calendar.
Creating a new calendar
New calendars can be created by clicking the left “ + “ button at the top of the screen. Simply enter the name of the calendar and click save to create the calendar.
If holidays have already been created you can tick the holidays to be included on the calendar.
Holidays need to be created before they can be added to a calendar.
Editing an existing calendar
Holiday calendars can be edited by clicking the three dots to the right. The name can be changed and the list of holidays associated to the calendar can be edited. Calendars can be made inactive if no longer needed and can only be deleted if they have no data linked to them.
Creating a new holiday
New holidays can be created by clicking the right “ + “ button at the top of the screen. Enter the name and the observed date to create the holiday.
You can also record the optional Actual date of the holiday, although the observed date is used on the calendar.
If calendars have already been created you can tick the calendars the holiday is to be included on.
A holiday can exist on multiple calendars. You can create one Holiday for New Years Day 2024 and include that on all calendars that will observe that.
Editing an existing holiday
Holidays can be edited by clicking the three dots to the right. The name and date can be changed and the list of calendars the holiday is associated to can be edited. Holidays can be made inactive if no longer needed and can be deleted.
Note that deleting a holiday will remove it from all calendars it was linked to.
We will contact customers when we have completed a process to allow linked calendars to be retrospectively added into an environment.
Using the automated holiday calendars
Since mid 2023 the ability to pull a list of holidays from a data feed was added into Projectworks. When new environments were created the set of holiday calendars for the home country of the organisation were automatically added.
You’ll see a refresh button at the top right of the Holidays screen if you have any holiday calendars linked to the data feed.
Refreshing the holidays
Future holidays for the linked calendars can be sourced by clicking the refresh button at the top of the screen. This will retrieve any holidays that haven’t already been synced to Projectworks, adding them to the applicable calendars.
Please contact support@projectworks.io if you would like a set of calendars added for additional countries.
Note the process of pulling future holidays into Projectworks requires future financial years to be set up first.
Read about setting up Financial Years →