HaloITSM Guides

Documentation to assist with the setup and configuration of the HaloITSM platform

Guides > Holiday Management

Holiday Management

In this lesson we will cover:

- Setting Holiday Allowance

- Booking Holidays

- Holiday Types

- Approving Holidays

Associated Admin Guide

Holiday Management

Setting Holiday Allowance

Your Agents' holidays can be managed within HaloPSA, allowing you to establish a 'holiday allowance' per Agent & incorporate approvals for holiday requests. Within Configuration>Teams & Agents, you will see a 'Holiday Management' module:

Fig 1. Holiday Management Module

Ensure this module is enabled to allow for Holidays to be booked (more on this process later in the lesson). Within this module, you will see an option to set the Agent's status when they are on Holiday. You will also see an option to view a list of 'Holiday Types'. Each Holiday type allows you to set a name for the type in question & establish whether the holidays of this type require approval. The holiday allowance (in days, per year) is set per Agent via their details:

Fig 2. Setting Agent holiday allowance & holiday approver

You will see in in figure 2 that 'Timesheet Manager' has also been underlined. This field is important for Holiday Management as the timesheet manager of an Agent will be the individual who approves holiday requests (for holiday types where approval is required).

Booking Holidays

The process of booking holidays is a case of adding an event of type 'Holiday' into the Calendar in HaloPSA. this is achieved via the 'Calendar' module:

Fig 3. The Calendar Module

When adding an event to the Calendar (done by clicking and dragging vertically down the calendar screen), you will see an event type of 'Holiday'. Selecting this event type will provide you with some options regarding the type of Holiday & duration:

Fig 4. Adding a Holiday to the Calendar

Holiday Types

If a holiday requires approval, you will see some approval options against the Holiday once it has been saved, including the option to request approval for the holiday in question. To make a "Holiday Type" require approval, head to Configuration>Teams & Agents>Holiday Management>*Click Holiday Types Button*:

Fig 5. Holiday Types Configuration

We can set the holiday type to remove days from an agents holiday allowance, you can also ask for approval.

Holiday types can be configured in the Lookup codes button within Configuration>Advanced Settings>Lookup Codes, then change the URL to https://myhaloexample.halopsa.com/config/advanced/lookupcodes?lookupid=31 where "myhaloexample.halopsa" is of course your halo domain name. From this page we can add or delete the holiday types.

Note: The approval can only be made by the agents timesheet manager

Fig 6. Holiday details once saved

It should be noted that, before a holiday (that requires approval) has been approved, it will not be counted against the Agents allowance. Note that requesting approval for a holiday is done via the '...' at the top of the holiday in question (see figure 6). The approval status will change to "Approval Requested" after the "Request Approval" button is clicked. Now The timesheet manager can accept or reject

Fig 7. Holiday Approval From Timesheet Manager

Approving Holidays

Once a holiday has been requested for approval, the approver (timesheet manager) should see this holiday appear in their list of approvals (on Navigation Menu Sidebar - "My Approvals"). They will also be sent a notification to let them know:

Fig 8. Holiday present in the 'My Approvals' module

On clicking accept/ reject on an approval, the timesheet manager will be prompted to give a note. After the approval the agent will be notified of whether it was accepted or rejected.

The holiday approval will also show on the timesheet area (Configuration>Time Management) if the following setting has been turned on:

Fig 9. Including Holidays on Timesheets Setting

Now going to the agents timesheet, you will see their target hours for the specified holiday days are set to 0, clicking into one of those days also shows the time log as marked with the holiday and the Target hours in the "Total" column for the week has been adjusted to include the holiday time taken:

Fig 10. Holiday Shown on Time Log

Fig 11. The 'My Approvals' Area

Note: This module is made available via the "My Approvals Page Access" below, which is an Agent/Role Permission:

Fig 12. Granting Permission to the 'My Approvals' page

Approval For An Agent On a Different Team When The Timesheet Manager Doesn't Have Admin Access

If the agent giving approval is not an admin and they are also not part of the team the person requesting holiday is in, you will need to add them to the following permission and team from within the agent configuration settings. For example, Jeniffer is the Approver of Robert, but she is in a different team and currently she only has access to her appointments, so we need to change this. She should have the "My Approvals" set to "Can Access" as shown in Fig 12. She should also have the visibility of appointments to something above "Can View Own Appointments Only" (Configuration>Teams & Agents>Agents>*Click into an Agent*>*Permissions Tab*>*Calendars and Appointments Permissions Dropdown*):

Fig 13. Appointment Visibility

You will also need to add in the Team-Agent Relationship from the department and teams tab of the agent. Robert is in the Facilities team, so she will also need to be part of this:

Fig 14. Setting The Minimal Permissions Required To Allow Jennifer To View Robert's Holiday Approval Request

She has also been added to Robert's team by editing her "Department & Teams" Tab to include the bare minimum permissions to the team. Without being added to the team, her "my approvals" area would just show for allowing approval of an unknown agent.