Holiday Lists

Setting a default Holiday List

IMPORTANT: When you create your first Holiday List during the initial Keka setup, it is automatically assigned to all employees in your organisation as the default leave plan.

To set a default Holiday List, follow the steps below:

Step 1: Go to Settings >> Leaves & Holidays

 

Step 2: Under ‘Holidays’ tab, you can see all ‘Holiday Lists’ that exists

Related: Can I create multiple holiday lists? How do I assign holiday list to employees?

Related: How do I add a new list of Holidays?

 

Step 3: Against each Holiday List you can see ‘Check’ icon under Default column.  Click on the Check icon against the Holiday List you wish to set as default.

Once done, the Check icon will turn ‘Blue’ indicating the default Holiday List.

 

In case you are having trouble to set your default Holiday List, write to support@keka.com.

 

Editing or deleting holidays from holiday list

If you have added holidays erroneously to holiday list, you would definitely want to correct it before your employees are notified about this holiday.  Also, having an incorrect holiday in list impacts the attendance of employees for that day, since the system is going to consider that all employees worked on a holiday.

IMPORTANT: Only upcoming holidays in calendar year can be edited or deleted.  Holidays with past dates can’t be changed.

For example, 25th August has been added as a holiday, erroneously. Now, 25th August holiday can only be edited/deleted till its occurrence, which means, any time before 25th August.  Once 25th August is over, the holiday can’t be edited/deleted, since system might have already calculated attendance/leaves for the day.

To edit/delete holiday(s) from holiday list, follow the steps below:

Step 1: Go to Settings >> Leaves & Holidays >> Holidays.

 

Step 2: Click on ‘Manage’ button against the holiday list from which you need to edit/delete the holiday.

Step 3: On the next screen, you can see all holidays assigned under the chosen holiday list.  Click on ‘Edit’ or ‘Delete’ icon to make the required changes.

You can also do a bulk delete of holidays by selecting multiple holidays using checkboxes and clicking on ‘Delete Selected’ button.

Note: Edit/Delete icon will only appear for upcoming holidays in the calendar year. Past holidays can’t be edited/deleted.

 

In case you are having trouble editing/deleting holidays from holiday list, write to support@keka.com.

Now that you have created holiday list (one or many) that exists in your organisation, you will now add holidays to this Holiday List.  To add holidays to Holiday List, follow the steps below:

Step 1: Go to Settings >> Leaves and Holidays >> Holidays.

 

Step 2: All holiday lists created by you will appear under ‘Holidays’ tab.  Click on ‘Manage’ button against the Holiday List you wish to add holidays to.

Step 3:  On the new screen, you have option to either add one holiday at a time (Using ‘+Add Holiday’ button), or do a bulk import of the holidays (Using Excel file).

 

Step 4: To add single holiday, click on ‘Add Holiday’.  Enter name and description of holiday and the date on which this would be observed. You can also indicate if this is a floating (optional) holiday. Once done, click on ‘Add’ button.

If you want to add holidays in bulk, download sample Excel (.XLSX format) file.  Fill in the required details, i.e. name & description of holiday, date on which the holiday would be observed and indicate (Yes/No) if the holiday if a floater holiday. Once done, save the file.

 

Step 5: To upload the saved file, click on ‘Excel’ icon and it would ask you to upload the desired file (.XLSX format).  Select the file to upload.

Following the steps above you should be able to add holidays to holiday list.

 

In case you are having trouble adding holidays to holiday list, write to support@keka.com.

Since it is common for organisations to have multiple work locations or demographics, having multiple holiday list in place for different sets of employees is a common practice.  For example, a holiday list for employees working in Delhi will be different from those working in Hyderabad or Chennai.  Factors like regional holidays and holidays of religious importance, play an important role in variation of holiday list across demographics.

Creating Multiple Holiday Lists

Yes, Keka lets you create multiple holiday lists and then assign them to employees to whom the list is applicable.

To create holiday list, please see: How do I add a new list of Holidays?

You can go ahead and repeat the above process to add as many holiday lists as applicable.

In case you have created single/multiple holiday list(s) and want to assign it to employees, follow the steps below:

• Assigning holiday list to an individual employee

Step 1: Go to employee’s profile by typing the employee’s name in the search bar

 

Step 2: Go to ‘Job’ tab of the employee’s profile

 

Step 3: Under ‘Job’ tab, go to ‘Time & Attendance’ section and you will find ‘Holiday List’. Choose applicable Holiday List from the drop-down and click on ‘Update’ button to assign the Holiday List.

The new Holiday List has now been assigned to the selected employee.

• Assigning Holiday Lists to multiple employees in bulk

Step 1: Go to Employees >> Employees >> Quick Links >> Import Employee Job Details

 

Step 2: From the new screen that you see, click and download the Excel Template

 

Step 3: Open the Excel file that you just downloaded.  Go to column S named ‘Holiday List’ and select the applicable Holiday List from the dropdown that appears on the selection of the cell against each employee.  Once done with updating the Holiday List, save this file.

Step 4: Once you are done with saving the updated file, go back to the previous screen and click on the ‘Upload Excel File’ button.

Step 5: Once done with uploading, you will be asked to review the information.  Once you have verified the correctness of data being imported, click on ‘Import’ on the next screen to import the data.

 

Step 6: Once the data is imported, you will see a confirmation screen, click on ‘Complete’.

You have successfully updated the Holiday List of employees in bulk.

 

In case you are not able to update Holiday List for your employees, write to support@keka.com.

 

Holiday list consists of statutory holidays given to employees by the organisation. There are 3 National holidays in India; 26th Jan, 15 Aug, and 2nd Oct.  Apart from 3 national holidays, there can be many regional holidays, and holidays of religious significance that the employees can be entitled to, as decided by the organisation.

There can be a single holiday list throughout the organisation or, multiple holiday list depending on factors like employees’ location, shift/nature of work etc.

Adding Holiday List

To add a new holiday list for your organisation, follow the steps below:

Step 1: Go to Settings >> Leaves and Holidays >> Holidays.

 

Step 2:  To create a new list of holidays, click on ‘Add New’ and give this holiday list a name and description for easy identification.  Once done adding the name and description, click on ‘Save’ button.

 

Step 3: Your new holiday list will start appearing under ‘Holidays’ tab.  Click on ‘Manage’ button against the list to start adding holidays to this list.

 

Step 4:  On the new screen, you have option to either add one holiday at a time (Using ‘+Add Holiday’ button), or do a bulk import of the holidays (Using Excel file).

 

Step 5: To add single holiday, click on ‘Add Holiday’.  Enter name and description of holiday and the date on which this would be observed. You can also indicate if this is a floating (optional) holiday. Once done, click on ‘Add’ button.

 

If you want to add holidays in bulk, download sample Excel (.XLSX format) file.  Fill in the required details, i.e. name & description of holiday, date on which the holiday would be observed and indicate (Yes/No) if the holiday if a floater holiday. Once done, save the file.

 

Step 6: To upload the saved file, click on ‘Excel’ icon and it would ask you to upload the desired file (.XLSX format).  Select the file to upload.

 

Following the steps above you should be able to create new holiday list.

 

In case you are having trouble adding holiday list, write to support@keka.com.

Viewing list of holidays

To view list of all holidays (by month) in your organisation, go to My Team >> Summary.

You will see list of holidays in current calendar month.  Use the navigation option for months to view list of holidays for any chosen month.

You and your employees will also be able to see the upcoming holidays on Dashboard.  Use navigation icon on top right to navigate through the list of holidays.

 

In case you are not able to view list of holidays, write to support@keka.com.