End of the year article to add in the Happy Holidays email communication for DPSs (2025)
Our team is also looking forward to a few quiet days with family and friends. Please note that our support team will only be available to a limited extent over the holiday period. Our support will be closed from Wednesday, December 24, to Sunday, December 28, as well as from Wednesday, December 31, to Thursday, January 1.
We have prepared a list of best practices, so nothing escapes you!
Make sure you follow this advice before the last day of the year:
1. Add custom holidays to calendars for next year
Go to Settings > Calendars
Check the calendars again and add the new custom holidays for the next year
Remember that your Custom Holidays are not automatically renewed for the consecutive year, so make sure you repeat this process for all calendars you have.
Related articles:
Create your public holiday calendar
2. Set restrictions on the year when employees should not request vacation
As an admin, you can automatically and transparently define periods during which your employees cannot request vacation.
Related articles:
Create a time off restriction
Manage time off restrictions
3. If you need to assign new time off policies for next year
Do you have new policies for next year? Remember that you need to assign those to your employees.
Go to Settings > Time-off and select any policy in order to assign it massively through the Manage Employees feature
In the case of reassignments, an employee can only be assigned to one policy per time-off type.
Therefore, if an employee is already assigned to a policy under a specific time-off type and, as an admin, you want to assign them to a new policy within that same time-off type, you can use the “Reassign employees” option. This allows you to move the employee to the new policy effective from a specific date, while still keeping their historical records under the previous time-off policy.
Related articles:
4. Verify the settings of current time off policies
Review your policy settings for your major time-off policies, especially regarding Proration rules
Pay particular attention to proration based on the employee's work schedule and start date in the company
With this setting, the time-off allowance is pro-rated based on the employee’s working days, as defined in their work schedule, compared to the full-time work week set in your company’s FTE settings
Under the Balance rules, check if it's allowed or not to carry over pending days to the next cycle
In the Deduction section, specify which days are considered time off and are deducted from the allowance: calendar days, working days, or use a custom workweek
Related articles:
Create a time off policy
5. Review if time off approvers are correctly assigned
As an Admin/HR Admin, you can accept or reject the Time off Requests by clicking on the green Check or red x
You can set two different types of time-off requests:
1. Time off requests that can be accepted/rejected directly by the employee’s managers.
This option also allows you to select any other employee to act as someone's Time-off approver.
2. Time off requests that need a 2-STEP process to be approved.
If a time off request requires approval in two steps, you will see on the top right corner the indication “Waiting for approval from”.
