Managing Holidays in Zoho People

Managing Holidays

Watch our help video on setting up holidays in Zoho People


Viewing holidays

To view holidays in Zoho People go to Operations > Leave > Holidays tab.


  1. Switch between My Holidays and All Holidays using the provided drop-down.
  2. You can also use the drop-down to list holidays by Shifts or Locations.
  3. Navigate between years by using the direction markers on top or switch to a monthly Calendar View using the corresponding icon (). 
  4. Use the ellipses icon () to Import ICS files, Export, or to customize the reminder email that will be sent to employees before a holiday occurs. 

Adding Holidays

You have two methods for adding holidays in Zoho People 5.0:
  1. Holidays Gallery:
    Select region-specific holidays and add them to your organization's calendar.
  2. Add Holidays (Manual method):
    Add Holidays lets you manually create and assign holidays based on shift or location.
The Holidays Gallery feature allows organizations to easily browse and select regional holidays for inclusion in their organizational calendar. Users can choose a country or region from the dropdown menu, which then displays a list of holidays specific to that selection. 


  1. Navigate to Operations > Leave > Holidays, click on Add Holidays drop-down and select the Holidays Gallery option.
  2. Select a region using the region drop-down to view and list the corresponding regional holidays.
  3. Use the checkboxes to select the holidays that you want to add.
  4. Proceed by using the session drop-down to select which session of the day is to be considered as a holiday (2nd half, full day, 1st half).

  5. Click on Add Selected Holidays, to add only specific holidays from the gallery.


  6. Select applicability based on shifts or location.
    Learn more about holiday applicability

    Assigning Holidays by Shift and Location

    When you add a holiday, you can define its applicability based on location, shift, or both.
    Info
    When a holiday is assigned based on shift, it applies to all employees assigned to the selected shifts, regardless of their location.

    Assignment options

    1. Assign by location

    Use this when a holiday applies to everyone working at certain locations, such as a regional or state holiday.

    Select one or more locations, then choose one of the following:

    Option
    Who gets the holiday
    All users tagged to selected locations
    Every employee tagged to the selected locations, regardless of shift.
    All users tagged to selected locations except employees tagged to shift-based holidays
    Every employee at the selected locations, except those who follow shift-based holidays.

    When to use the second option: Some employees, such as night-shift or round-the-clock staff, follow their own shift holiday calendar. This option applies the location holiday to everyone else without the employee who follow shift based holidays.



    2. Assign by shift

    Use this when a holiday applies only to employees working specific shifts. Select one or more shifts to apply the holiday to employees assigned to those shifts.



    3. Assign by shift and location

    Use this when a holiday applies to employees who belong to the selected shifts and locations.
    For example if you have defined holiday for:

    Location - Dubai
    Shift - UK shift

    All users assigned to the UK Shift, irrespective of their location, will have this holiday applied. For users tagged to the UAE location, the holiday will also be applied, excluding shift-based holidays for UAE users.



    Choose Assign this holiday to employees tagged to selected locations and shifts to apply the holiday to employees who belong to both the selected locations and shifts. For example, the holiday will apply to employees assigned to the UAE location and UK shift.
  7. Use the classification drop-down to choose between Holiday, Public Holiday or Restricted Holiday (learn more about holiday classificaton)
  8. Enter a description (optional) and choose how many days prior to the holiday the reminder email must be sent and customize the reminder email if required.
  9. Click Save.

Add Holidays (Manual Method)

  1. Navigate to Operations > Leave > Holidays, click on Add Holidays.
  2. Enter the holiday name.
  3. Select holiday date.
  4. Use the drop-down to choose between a full day or the first/second half as holiday.
  5. Select applicability based on shifts or location.
    Learn more about holiday applicability

    Assigning Holidays by Shift and Location

    When you add a holiday, you can define its applicability based on location, shift, or both.
    Info
    When a holiday is assigned based on shift, it applies to all employees assigned to the selected shifts, regardless of their location.

    Assignment options

    1. Assign by location

    Use this when a holiday applies to everyone working at certain locations, such as a regional or state holiday.

    Select one or more locations, then choose one of the following:

    OptionWho gets the holiday
    All users tagged to selected locationsEvery employee tagged to the selected locations, regardless of shift.
    All users tagged to selected locations except employees tagged to shift-based holidaysEvery employee at the selected locations, except those who follow shift-based holidays.

    When to use the second option: Some employees, such as night-shift or round-the-clock staff, follow their own shift holiday calendar. This option applies the location holiday to everyone else without the employee who follow shift based holidays.



    2. Assign by shift

    Use this when a holiday applies only to employees working specific shifts. Select one or more shifts to apply the holiday to employees assigned to those shifts.



    3. Assign by shift and location

    Use this when a holiday applies to employees who belong to the selected shifts and locations.
    For example if you have defined holiday for:

    Location - Dubai
    Shift - UK shift

    All users assigned to the UK Shift, irrespective of their location, will have this holiday applied. For users tagged to the UAE location, the holiday will also be applied, excluding shift-based holidays for UAE users.



    Choose Assign this holiday to employees tagged to selected locations and shifts to apply the holiday to employees who belong to both the selected locations and shifts. For example, the holiday will apply to employees assigned to the UAE location and UK shift.
  6. Select holiday classification. To add new holiday classification, refer to Holiday Classification.

  7. Enter the holiday description.
  8. Set how many days prior to the holiday the system should send an automated reminder.
  9. Use Customize Email Template option, to customize the reminder email for this holiday.
  10. Select the feed notification option to immediately notify the employee when the holiday is added.
  11. If required, select Reprocess Leave Applications option. Any leaves already applied for this holiday will be reprocessed, and the leave balance will be adjusted accordingly.
  12. Click Save.
Notes
Note:
- Shift-based holidays will take precede over location-based holidays.
- Restricted holidays: These are optional holidays that employees can choose to avail or ignore, meaning these are non-mandatory holidays.
Notes
To limit employees from availing restricted holiday, configure leave policy for restricted holidays in Setting up Leave Policies in Zoho People.
- Automatic reminder email can be customized by navigating to Operations > Leave > Holidays > Ellipses icon > Customize reminder email.