Holiday Calendars

Overview Back to top

Holiday calendars let you define non-working days — public holidays, company-wide days off, or regional observances — so that the scheduler accurately reflects when your team is unavailable. On a holiday, a user's capacity is automatically reduced to 0 hours, preventing over-allocation on days when no one is expected to work.

Key Capabilities

Multiple calendars: Create separate calendars for different regions, offices, or teams
Custom holidays: Add public holidays or company-specific days off (e.g., national holidays, company anniversary, team building day)
Per-user assignment: Assign each user to the calendar that matches their location
Default calendar: Set a fallback calendar for users without an explicit assignment

Creating a Holiday Calendar Back to top

To create a new holiday calendar, navigate to Settings (admin only) > Holidays and click "Create Calendar".

Enter a name for the calendar (e.g., "US Federal Holidays 2026", "UK Bank Holidays 2026", "Company Days Off").
Add a description (optional) — a brief note about what this calendar covers.
Add holidays — you can add them manually one by one, or import a country's public holidays (see sections below).
Click "Save" to create the calendar. It is now available for user assignment.

Tip: Name your calendars with the year included (e.g., "US Holidays 2026") to make it easy to manage year-over-year. You can create next year's calendar in advance and assign users before the new year begins.

Customizing Holidays Back to top

After importing or creating holidays, you can customize the calendar to match your organization's specific needs:

Add a holiday — Click "Add Holiday" and enter a name and date. Use this for company-specific days off that are not part of any country's public holidays (e.g., "Company Anniversary", "Summer Friday").
Remove a holiday — Click the delete icon next to any holiday to remove it. This is useful when your company observes most but not all of a country's public holidays.
Edit a holiday — Change the name or date of an existing holiday. For example, if your company observes a substitute day instead of the official date.

Holiday list with add, edit, and delete actions

Note: Changes to a calendar take effect immediately for all users assigned to it. If you add a holiday for today's date, any workload calculations for that day will update to reflect 0 capacity.

Assigning Users to Calendars Back to top

Each user can be assigned to exactly one holiday calendar. This determines which holidays reduce their capacity on the scheduler.

Open Settings > Holidays and select the calendar.
Click "Assign Users" to open the user picker.
Search for a user by name — type at least 2 characters to see results. The picker supports large organizations with debounced search.
Select users to assign them to this calendar. Each assignment takes effect immediately.

If a user is reassigned to a different calendar, their previous assignment is replaced. Users can view their assigned holiday calendar on the My Account page.

Multi-Region Teams

For teams spread across multiple countries or regions, create a separate calendar for each location (e.g., "US Holidays", "UK Holidays", "India Holidays") and assign each user to their local calendar. The scheduler will show accurate capacity for each person based on their specific holidays.

Setting a Default Calendar Back to top

You can designate one calendar as the default. Any user who has not been explicitly assigned to a calendar will automatically use the default. This is useful when most of your team is in the same location.

To set a default calendar:

Open Settings > Holidays.
Find the calendar you want to use as the default.
Click "Set as Default" (or the star icon). The calendar is now the fallback for all unassigned users.

Note: Only one calendar can be the default at a time. Setting a new default replaces the previous one. If no default is set, users without an explicit assignment will have no holidays applied to their capacity.

How Holidays Reduce Capacity Back to top

When a date falls on a holiday in a user's assigned calendar, the user's available capacity for that day is set to 0 hours, regardless of their capacity scheme. This means:

The workload indicator on the scheduler shows no available hours for that day
Any work scheduled on a holiday will be flagged as over-allocation (red indicator)
Utilization reports exclude holiday days from available capacity calculations
Workload distribution skips holidays when spreading estimated hours across a date range

Example: Capacity Reduction

A user with the Standard Full-Time scheme (8h Mon–Fri) has a US holiday calendar assigned. On Monday, July 4th (Independence Day):

Normal capacity: 8 hours
Holiday reduction: −8 hours
Available capacity: 0 hours

If 4 hours of work are scheduled on that day, the workload indicator shows red (over-allocated), because 4h scheduled ÷ 0h available = over 100% utilization.

Holidays work alongside leave and capacity schemes to give you a complete picture of each team member's true availability.