Who this guide is for: System administrators – Requires 'System Admin' role and Global Rota Setup permission
Overview:
This guide explains how to create a new Custom Days group to manage fixed absence dates such as company shutdowns or public holidays, with settings that can affect entitlement, calendar appearance, and time tracking.
How Custom Days Work:
Custom Days are grouped fixed dates added to user calendars. They can optionally deduct from entitlement, affect time tracking calculations, and display in a defined calendar colour. Once a group is created, dates can be added and the group can be applied at the Global, Template, or User level.
How to Set Up a Custom Days Group:
- Go to Admin tools > Admin panel > Calendar Elements > Custom Days.
- Click the +Add New button at the top of the screen.
- Enter a Name and optional Description for the group.
- Choose a Calendar Colour to define how these days will appear in calendars.
- Select the Entitlement Pot the dates should deduct from, if any.
- Configure the Public holiday contributes to time tracking setting:
- Include: The custom day’s duration is included in overtime calculations for submitted timesheets. When Copy in rota is enabled, time cannot be added on these days. This is the default setting.
- Exclude: Time can still be recorded over these public holidays.
- Set Time tracking accrues entitlement while absent to Enabled if users should continue to accrue entitlement during these days (only applies if Time Tracking is enabled).
- Click Save at the top of the page.
Additional Information:
- Custom Days Group: A reusable set of dates (e.g. public holidays, shutdowns) added to user calendars.
- Public holiday contributes to time tracking: Controls whether custom day duration affects overtime and whether time entry is blocked.
- Time tracking accrues entitlement while absent: When enabled, users accrue entitlement even when off on custom days (requires Time Tracking).
- Requires 'System Admin' role and Global Rota Setup permission.
- Tip: Use clear naming (e.g. “UK Shutdowns”) and consistent colour coding for clarity.
- After creating the group, follow the Adding dates to a custom days group guide to add your required dates.
- Use the search function within the platform to quickly find features or settings.