Using Regions to manage Public Holidays

If you have staff spread across multiple countries, or even staff with different contract types i.e. Full Time / Part Time staff, you can use Regions to better control your public holiday applications, without having to setup multiple additional departments.

In order to successfully transition over to using Regions going forward, there are a few things you might need to do first.

CREATE YOUR REGIONS

First you'll want to establish the Regions you need to keep track of

• Login to your WhosOff account
• Click on Administration on the left hand menu
• Click on Regions
• Using the New Regions option on the right, enter the name of the new Region and click Add Region

Repeat this process until you have all the Regions needed on the account

MOVE STAFF INTO THESE REGIONS

Next, you'll need to move staff into their new Region, moving them out of their current. We have a bulk tool to help with this process.

• Click on Administration on the left hand menu
• Click on Admin Dashboard
• Under the Bulk heading, click on Set Regions
• Using the Region drop-down at the top of the page, select the current Region all staff are in
• Then click Search
• In line with each staff member, use the Region drop-down and select their new Region
• Then click Save Changes

Each person will now show up as in their new Region 

MOVE STAFF INTO SINGLE DEPARTMENT*

*This will only apply if you currently have separate departments to represent different countries/contract types, if you don't want to omve staff into a single department and keep them as they are, you can skip this step.

• Click on Administration on the left hand menu
• Click on Departments
• Use the New Department option on the right and enter the name of the new Department
• Then click Add

Once you've added the new Department, you can move staff into this Department as needed - if you already had a department you want to move them into, skip the above part and just se the method below to move the staff easier.

• Click on Administration on the left hand menu
• Click on Admin Dashboard
• Under the Bulk heading click on Set Departments
• Using the Department drop-down at the top of the page, select on of the departments you want to move staff FROM
• Then click Search
• In line with each staff member, use the Department drop-down and select their new Department
• Then click Save Changes

 Keep repeating the above until all staff have been moved accordingly into their new centralised department.

REMOVE THE EXISTING PUBLIC HOLIDAYS

Now you've created Regions, moved staff into their respective Region and centralised your Department(s), you will need to remove the existing free days from the account.

Important - Don't worry, this won't affect any already booked leave

• Click on Administration on the left hand menu
• Click on Free/Restricted Days
• On the resulting page, you'll see a list of the free days currently applied to your WhosOff account for This Year
• In line with each free day click Delete and then confirm the deletion
• Once you've deleted This Year's, use the Date Range option at the top of the page and select Next Year then click Search

Repeat the deletion process for any Free Days for Next Year

IMPORT YOUR PUBLIC HOLIDAYS, APPLYING THEM TO REGIONS

This is the final step, you just need to import your public holidays (Free Days) but apply them to Selected Regions

• Click on Administration on the left hand menu
• Click on Free/Restricted Days
• Then on the resulting page click on Import Public Holidays
• Use the Country dropdown and select the country you want to import public holidays for
• Use the Apply To drop-down and choose Select Regions
• Then tick each Region you wold like to import the public holidays to
• Click Import Selected

Repeat the above process to ensure you've covered all Regions/Countries on your WhosOff account. You can also add individual Free Days (Public Holidays) as needed to the selected regions, outside of the import public holidays tool