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This article is written for users with an access level of Location Manager or System Administrator.
- How public holidays are managed in Deputy
- Managing public holidays on the Schedule tab
- Managing public holidays in Business Settings
- Public Holidays FAQs
How are public holidays managed in Deputy
Deputy doesn’t automatically add Public Holidays because the dates vary by country and region.
When you mark a day as a Public Holiday in Deputy, it flags that date in the schedule and tells the system to apply your public holiday pay rules. This means any team member who works on that day will be paid their public holiday rate instead of their normal weekday or weekend rate.
Public holiday rates come from your payroll system or the team members' pay rates you’ve set up on the People page. If your pay rules don’t include a public holiday rate, marking the day won’t change how your team is paid.
Important notes regarding public holiday timesheets and pay:
- Setting a Public Holiday in the schedule will not automatically pay full-time staff who do not work the Public Holiday. You can manage this in your payroll system or see some of the other solutions described below.
- If you have already approved timesheets before marking the Public Holiday in the Schedule, the regular pay rates will have been applied to your timesheets rather than your public holiday rates. To apply public holiday rates, you will need to unapprove the timesheets and then approve them again after you have set the public holiday in the schedule.
Managing public holidays on the Schedule tab
Setting a public holiday for all locations
1. On the Schedule page, ensure you have All locations selected in the Location selector drop-down menu. If you don't see this option, put your location selector into "Quick Select" mode.
2. Select the day you would like to mark as a public holiday and click the date itself.
3. Toggle ON the Public Holiday option. You can also toggle it back OFF if you have made a mistake.
3. After marking a day as a Public Holiday you'll see the day marked with a light red background on the schedule with an umbrella logo, as shown below on Friday 6th.
Setting a Public Holiday for specific locations or areas
1. On the Schedule page, make sure your location selector is in multiple selection mode and select one or more specific locations where you would like to apply the public holiday. In this case, we'll select The Azure and The Cyan locations.
Click on Done after making your selections in the menu so that the filter applies these selections to the Schedule page correctly.
2. Select the day you would like to mark as a public holiday and click the date itself.
3. Toggle ON the Public Holiday option. You can also toggle it back OFF if you have made a mistake.
4. Only these specific locations will have a public holiday applied to them. If you filter the Schedule page show to again display "All Locations" you'll notice only our selected locations from Step 1 are highlighted as public holidays.
Note: If there are any public holidays on the schedule, the public holiday icon will display in your date header. If you remove the public holiday, all locations and areas within view will have the public holiday setting set to off.
How do I remove a Public Holiday from the schedule?
1. On the Schedule page, filter to the location where you'd like to remove the public holiday. In this case, we will select only The Cyan that we enabled a public holiday for in the above example.
2. Select the day you would like to mark as a normal day and click the date itself.
3. Toggle OFF the Public Holiday option. You can also toggle it back ON if you have made a mistake.
4. The Public Holiday will now be removed for The Cyan but remain in place for The Azure which we had previously set up.
Note: If you wish to remove a public holiday from all locations then ensure you have selected All locations in the Schedule before toggling it off.
Managing public holidays in Business Settings
Accessing Business Settings
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| Business Settings (classic) | Business Settings |
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Business Settings Classic
1. First, login to Deputy on the website.
2. Next, you'll need to select your URL in your browser and add:
/exec/administration/public_holiday
As an example, where your business is called "SPARK", and your Deputy URL is:
https://spark.au.deputy.com
Then you need to enter this in your browser:
https://spark.au.deputy.com/exec/administration/public_holiday
After changing your URL, hit enter on your keyboard.
Business Settings
- If you are logged in as a System Administrator or Advisor, you can access Business Settings from the drop-down menu under your name on the Deputy website.
2. Under the Scheduling tab in business settings, select Public holidays:
3. This will take you to the Public Holidays section:
Viewing and editing a Public Holiday
View (magnifying glass icon) allows you to see the details of a Public Holiday.
Edit (pencil and pad icon) allows you to immediately edit a Public Holiday.
In view, you can:
- View the holiday details (select Comments or Info from the menu on the left to view comments more details about who created or modified the holiday)
- Add a new Public Holiday
- Edit the current holiday
- Duplicate the holiday (this can make it easier to add multiple holidays if they're similar in type, but may possess one slight difference such as the day of the year.)
- Delete the holiday entry
- Add a comment (adding a comment maybe helpful if there are additional details that you would like to add to the holiday)
Exporting Public Holidays (PDF & CSV)
For reporting purposes, you have the option of exporting Public Holidays to PDF or CSV (bottom right of screen). By default, all Public Holidays will export but you can filter to more specific holidays by adding a keyword search.
Creating a New Public Holiday
You should see a list of Public Holidays that already exist in Deputy. If you need a Public Holiday that is not on this list, you can make a new one.
1. Click New Public Holiday.
A new public holiday template is opened and you will see the parameters that need to be completed to create a Public Holiday.
Title
Here is where you can name the Public Holiday.
For this example, we will create a holiday for New Year's Day.
Start Date
You can select the day, month, and year of the upcoming Public Holiday. This may or may not be the same date each year moving forward, depending on how the holiday occurs. For instance, New Year's Day occurs on January 1st every year* but Labor Day in some states in Australia is always observed on the first Monday in October.
*Note: Even for public holidays where the holiday falls on a regular date in the year, some regions may actually observe the public holiday on a weekday where the original public holiday date falls on a Saturday or Sunday. Check your local region's public holiday dates and edit the public holiday dates in Deputy as required.
Generally, annual holidays can occur in 2 ways:
- Date specific
- Day specific
Select the date the public holiday falls on and select the start and end time or tick the All Day box.
Repeat Occurrences (Date Specific)
For date-specific holidays where the holiday will fall on the same date year after year, you can schedule repeat occurrences. To establish yearly holidays, select Yearly under Repeats and Never under Ends.
Repeat Occurrences (Day Specific)
For day specific holidays, the holiday will occur yearly but based on a day of the month rather than a date. There are 2 ways to create day specifics holidays in Deputy.
- A holiday that occurs every 52 weeks
- A holiday that occurs every 12 months
The 52 week and the 12 month cycle result in the same holiday day as shown in the example of Labour day on the 1st Monday in October.
52 Weeks
12 Months
Public Holiday Department Selection
Deputy allows you to select if a holiday is relevant only to some or all departments in your organization.
Some companies have offices across the globe where only certain holidays are observed.
Note: If you do not select any departments, the holiday will apply to all locations and departments in the company. By selecting one or more departments, the holiday will only apply to those selected.
In this example, only one department is in a state that observes the public holiday.
Saving your Holiday
When you’re finished creating a holiday, click Save This Public Holiday at the top of the page or get started adding another holiday by choosing Save and Next to start creating a new holiday or Save and Duplicate to start creating a new holidays based on the parameters you have already entered for the current holiday.
Duplicating a Public Holiday
You can create public holidays for the future that may be identical in all other aspects but occur on a different day each year. By duplicating the public holiday, it’ll save time on editing a few details such as the date and title and retain the locations and other information within the public holiday.
In this example, we will use the Public Holiday that has been created for Labour Day in NSW ACT and SA to create a similar holiday for Victoria and Tasmania.
1. Select the magnifying glass to view existing public holiday you would like to duplicate.
2. Click Duplicate.
3. A new public holiday template will be displayed but the parameters will be copied over from the duplicated public holiday you selected from the list. Edit any details that differ for the new public holiday such as title, date or the departments it applies to.
4. Once you’re happy with the changes you’ve made, click Save This Public Holiday.
5. Once saved, you’ll see the original public holiday that you duplicated from and the new duplicated public holiday.
How to create a custom public holiday for a part-day public holiday
If you want to see all the public holidays you have set up or need to edit a public holiday to only part of a day, then you will need to set up a custom public holiday.
Create a custom public holiday for a partial day
You can use a custom Public Holiday to create a Public Holiday that takes place as a partial Public Holiday by setting a specific time to start and finish.
1. To create a new Public Holiday, click New Public Holiday in the top left corner.
2. On the creation screen (which is the same as the Edit screen, should you make changes later) you can set:
- the name of the Public Holiday
- the specific times that the public holiday applies - use the drop-down or type numbers to select the start and finish time of the public holiday period.
- if it should repeat (weekly/monthly/yearly) and
- which Departments (another name for Areas) it applies to.
Note:
- if you don't select any departments (areas), it will apply to ALL locations and all areas.
- If you select one area (or more) it will apply only to those areas. You can use this feature to apply the public holiday directly to a few areas within a location and/or within multiple different locations.
- Later on, if you create a new Area in your organisation, you MUST come back and tick it here for the public holiday to apply to it. If this is not done, the public holiday will not be applied to this new Area.
3. Don't forget to click on Save This Public Holiday before you close the window.
How will the partial day public holiday affect pay rates?
Once the partial-day public holiday has been created, any timesheets that occur during the public holiday period will have public holiday pay rates applied for the hours worked during the assigned public holiday period.
In the example below, the custom public holiday has been set up to occur between the hours of 6pm and midnight on Saturday 11th February.
When we look at the Approve timesheets tab for the day of the public holiday we can see a team member that worked a shift from midday on Saturday 11th February until 1am on Sunday 12th February has the following pay rates automatically applied:
- 6 hours of Saturday pay rates from noon til 6pm on Saturday
- 6 hours of public holiday rates from 6pm til midnight on Saturday
- 1 hour of Sunday pay rates applied from midnight Saturday til 1am Sunday.
Public Holiday FAQs
Does Deputy pick up public holidays?
Not automatically due to all the different countries that we operate in. You can add public holidays manually to the Schedule.
If I assigned a public holiday in the schedule this year do I have to do it next year again?
Yes, the date or day of the week of public holidays can change from year to year so you will need to set it in the schedule every year.
If you have created a custom public holiday you can use the repeat yearly option if appropriate.
How does the Annual leave accrue if a team member is working a public holiday?
If you are using Deputy's leave accrual feature, it will accrue leave based on hours worked and does not differ based on the type of day worked.
If the public holiday is only for part of the day, what will happen in Deputy?
You will need to create a custom public holiday with the specific times that the public holiday starts and finishes.
Shifts that occur partially in the public holiday partially outside the public holiday will have the applicable pay rates applied by Deputy according to the time settings you configure for the public holiday.
How do you manage public holidays for full-time team members? They get paid their normal pay rate but do not have to work.
You can create a specific area (or location if you prefer) and call it something like "Public Holiday not worked" and then put all your public holidays into the schedule and then customise the public holiday settings to turn off public holiday rates in that specific area or reach out to our 24/7 support for assistance.
You would then schedule your team members in this "Public Holiday Not Worked" Location or Area so that they can get paid at their normal rates for that day.
Could you also do public holiday not worked as a leave type?
Yes, you could set up a leave type for public holiday not worked, then attach it as a leave entitlement to the relevant team members, and don't put the public holiday into the schedule. However, if you have team members who are working on a public holiday and are entitled to public holiday rates this solution wouldn't work. It would only be an option if your entire staff is NOT working on public holidays.
How can I use Deputy to obtain consent from employees to schedule them to work on a Public holiday?
Managers can use the Shift confirmation feature in Deputy when publishing shifts to seek permission from employees to schedule them on shifts that occur on public holidays if this is required by local regulations.
Read Seeking permission from your employees to schedule shifts on a public holiday for more detailed information.