Updating employee calendars

Managing employee's calendars

If there are different weekly off / holiday patterns in your company then you might have multiple employee calendars to manage these. You can change the mapping of employees to these calendars. The change of mapping can be done from a future or even from a past date, except when attendance is captured with biometric and with breaks, in such a case change of mapping is allowed only from tomorrow or future.

1. Calendar updation 

Menu Path : Work Area > Update Calendars
Quick Access : Manager's Role > Update Calendars
Accessible to: As per setup


For updating calendars from future dates -
1. Select Calendar Name and From Date in the last two Future Calendar columns, only Employee calendars will be visible in the drop-down
2. On submission the new calendar mapping will be stored and will be automatically updated, employee will get an alert informing him of the calendar changes

2. Calendar updation from past date

You can also change mapping of the calendar from a past date. To do so -
1. Click on "Edit" action for an employee. The popup shown below will open up


2. Edit the row from where you want to modify the mapping and change the From Date or To Date and save
3. In the bottom row select the new calendar name from drop down and select the desired From / To Date. From Date should be previous calendar To Date+1
4. Click on Submit to update calendar details.

These details will be updated immediately and the associated attendance data will also be corrected. If the new calendar has a different weekly off or holiday pattern then the records will be corrected automatically.

Note : 
1. Changes in calendar from a back date can be done only up to the period defined in setup but they have to within the same calendar year, you cannot update calendar mapping for previous years. Refer article Creating Calendars. If past entry period is blank, then calendar can be updated from any date in past.
2. Whatever changes you make in the popup will get committed only when you click on Submit. To correct wrong calendar mapping you can delete rows, change from / to dates and insert new rows. Make sure that you have done all the changes before you click on Submit because on submit the system will make changes to database.

3. Calendar updation in bulk

For updating calendars for multiple employees through excel use the "Bulk Upload" button. In the downloaded excel provide the following details
1. Employee Name - optional
2. Employee Code
3. Calendar Name
4. From Date – New calendar date

Through excel you can upload multiple calendar changes for one employee by updating data in multiple rows. System will automatically update the To Date as From Date - 1 of the next change.

Note : Through bulk upload only future calendar can be updated.


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