How can I control access to certain holidays?

Question

How can I grant and restrict access to certain holidays?

Answer

Background

A common requirement is for organizations to have different holiday schedules for different types of employees. These might be based upon an employee's Country, State, Province, Union, Employee Type, e.g. Hourly, Salaried, Full time, Part time, contractor, etc.

Pacific Timesheet has tools to allow you control access to holiday using different options:

• You can restrict access to any holidays.
• You can grant certain employees access to some holidays but not others. This allows you to create different holiday schedules.

The most scalable and easiest method to control access to holidays uses Pacific Timesheet's holiday permissions and permission groups. 

Step 1: Allow users access to the holiday pay code

It's a Pacific Timesheet best practice, particularly for larger organizations, to restrict access to certain leave pay codes. To do this: 

1. Set user security pay code permissions: Pay Codes Can View to [x] Limited. This setting allows users to view and use all pay codes to which they have permission.
2. Set the holiday pay code to grant permission to groups of employees. Navigate to System > Pay Codes > Holiday > Permissions
3. Click Add Employee or Group and select employees or permission groups you want to view and use the Holiday pay code.
4. Any employees or permission groups not assigned permission to the Holiday pay code will be restricted from viewing and using it. 

Step 2:  Grant/restrict user(s) access to certain holidays 

You can refine holiday access grant access to specific holidays, essentially, allowing you to create differing holiday schedules. To do this:

1. Create your system's holidays by navigating the System > Holiday and adding all holidays into the system.

2. Create the Permission Groups you will need to create holiday schedules. A permission group is used in Pacific Timesheet to grant permission to specific holidays. In this way, once created, you can think of a permission group name, e.g. California Hourly, Nova Scotia Salaried, as a specific holiday schedule. 

3. When you are editing each holiday, note at the bottom there are locale and group assignment widgets. 
4. Using the groups widget (Limit to these groups) click on the Plus (+) button and select the employee group you want to grant access to this holiday.
5. Once you start limiting a holiday to permission groups, you automatically start limiting all unassigned groups from accessing the holiday, and in turn build holiday schedules for different permission groups.