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Holiday Schemes

Configure holidays and non-working days for accurate capacity planning

Manage Holidays for Accurate Capacity

Import country-specific holidays, create holiday schemes per region, and assign them to team members for accurate capacity planning.

Holiday calendar editor showing imported holidays

Overview

When would I use this?

Use holiday schemes when your team observes public holidays that should reduce available work capacity. This is especially useful for distributed teams across multiple countries, where each region needs its own set of holidays.

Holiday schemes (also called holiday calendars) let you define which days are non-working holidays for your team. On a holiday, a team member's available capacity drops to zero, and the day appears as a visual indicator on the scheduler. Each user can belong to one holiday calendar at a time.

Capacity is the number of working hours a person is available per day, as set in their capacity scheme. Holidays override that value and set it to zero for the affected day.

You manage holiday calendars at Workspace View > Settings > Holiday Calendars.

Holiday calendars list showing existing schemes with a Create New button

Creating a Holiday Calendar

To create a new holiday calendar:

  1. Go to Settings > Holiday Calendars.
  2. Click "New Calendar".
  3. Enter a name for the calendar (for example, "US Federal Holidays").
  4. Optionally add a description and choose a badge color so the calendar is easy to identify.
  5. Add holidays by importing them from a country list or by entering them manually.
  6. Assign users to this calendar.
Holiday calendar editor with name, description, and a list of holidays with dates

Importing Country-Specific Holidays

WorkHub includes built-in holiday lists for many countries. Importing saves time and reduces the risk of missing a public holiday.

  1. Open a holiday calendar (or create a new one).
  2. Click "Import Holidays".
  3. Select the country from the dropdown list.
  4. Choose the year you want to import.
  5. Review the list and confirm. The holidays are added to the calendar immediately.
Tip After importing, you can still add, remove, or edit individual holidays. The imported list is a starting point, not a locked template.

Customizing Holidays

Whether you imported holidays or started from scratch, you can adjust the calendar at any time.

Adding a holiday

  1. Open the calendar and click "Add Holiday".
  2. Enter the holiday name and pick a date.
  3. Choose whether the holiday is fixed (same date every year, such as January 1) or floating (date changes each year, such as Thanksgiving).
  4. Click Save.

Removing a holiday

Click the delete icon next to any holiday in the list. The change takes effect right away in all capacity calculations for users assigned to this calendar.

Editing a holiday

Click on a holiday entry to update its name, date, or type. This is useful when a floating holiday's date changes for the upcoming year.

Fixed vs. floating holidays

Fixed holidays repeat on the same date every year automatically. Floating holidays have dates that change annually, so you need to update them each year. WorkHub sends a reminder when floating holidays need new dates for the upcoming year.

Assigning Users to Calendars

A holiday calendar only affects capacity once users are assigned to it.

Tip Group your team by region or office location. Create one calendar per region (for example, "US Holidays", "UK Holidays", "Germany Holidays") and assign each person to the calendar that matches their location.
Holiday calendars list showing user counts per scheme
Common mistake Creating a holiday calendar but forgetting to assign users to it (and not setting it as the default). The calendar has no effect until users are assigned or it is marked as default.

Setting a Default Calendar

You can mark one holiday calendar as the default. The default calendar applies automatically to every user in the account, including anyone who has not been explicitly assigned to a different calendar.

Best practice If most of your team is in one country, set that country's calendar as the default. Then create separate calendars only for team members in other regions.

How Holidays Reduce Capacity

When a day is marked as a holiday in a user's assigned calendar, their available capacity for that day is set to 0 hours. This affects several parts of WorkHub:

Scheduler view showing holiday indicators on date columns with zero-capacity styling
Warning Scheduling tasks on a holiday is allowed but not recommended. The workload indicator will show the user as over-allocated because their available capacity is 0 hours on that day. If work must happen on a holiday, consider adjusting the user's holiday calendar first.

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