TimePilot Best Practices
All About Holiday Schedules
(Reprinted from the November 2012 issue of the TimePilot Times
newsletter. © TimePilot Corporation, all rights reserved. )
up holiday schedules in the TimePilot software is pretty straightforward, but
there are some things you can do that will get the job done more quickly and
When you installed the TimePilot Central software, you created one or more
holiday schedules and then assigned one to each employee.
Now, each time you start TimePilot Central, the software looks at your
holiday schedule(s) and determines if a holiday has occurred
since the last time the software was started. If a holiday has occurred, the
software then runs down the list of employees, looking for those with a holiday
schedule that includes that holiday. When it finds one, it inserts into the
employee’s record the number of hours you specified when you set up the
So how can you handle your holiday schedules more efficiently? Here are a few
- It’s tempting to label your holiday schedules something
like "Salaried Holidays 2012" or "Hourly Holidays 2012." That’s a very clear
way to do it, but by making the schedules specific to certain years, you’re
going to have to create new ones every year ("Salaried Holidays 2013,"
"Salaried Holidays 2014," "Salaried Holidays 2015," etc.) And then you’ll
have to go through every employee’s profile every year to assign them that
year’s holiday schedule. That’s too much work!
Make it easy on yourself by giving your holiday schedules generic names like
"Salaried Holiday Schedule" or "Hourly Holiday Schedule." Then all you have
to do at the end of the year is return to that schedule and change the dates
of the upcoming year's holidays. Handling it this way lets you avoid the
drudgery of changing each employee's profile, as you would if you had
created a schedule named after a year (for instance, "Salaried Holidays
2013.") Where in the software do you change the schedules? In TimePilot
Central, click "Setup," then "Holiday Setup," then highlight the schedule
you want to change and click "Edit a Holiday Schedule."
to save even more time? When you're entering your holiday schedule in the
TimePilot software, you'll see slots for 20 holidays. Most companies don’t
have 20 holidays in a single year. (If your company does, please let us
know!) After you fill in your holidays for the upcoming year, keep going and
fill the remaining slots with the holidays for the following year, too.
- What happens if you realize on July 10 that you've forgotten to include
July 4 as a holiday on your schedule? You could insert the holiday time to
every employee, but that's probably quite time-consuming. A simpler
choice would be to add the missing holiday to the holiday schedules
and then use TimePilot’s "Check Holiday Transactions" feature. This feature
looks at your holiday schedules and at your Current Transactions and adds
missing holiday transactions. Here's how to use it:
- First, add the missing holiday to your holiday schedule(s) and save
it (TimePilot Central > "Setup" menu > "Holiday Setup" > Click the
schedule you want to change > "Edit a Holiday Schedule"), make the
changes and click "Save." The date will show up in red, because it's in
- Next, start "Check Holiday Transactions" (TimePilot Central > "Edit"
menu > "Check Holiday Transactions").
- In the box that pops up, click the down arrow and choose a date that
occurs just before the date of the holiday you just entered in Step 1.
In the example above, you might choose July 1.
- Click OK. The software will inspect the newly changed holiday
schedule, see that the July 4 holiday is missing from the appropriate
employees' work hours in Current Transactions and insert the missing
transactions where needed automatically.