Creating work calendars

A work calendar is a combination of working and non-working hours and exceptions.

Before you begin:

1. Define regular working and non-working hours for the new calendar in the General > Work Calendars > Working Week section. For details, see Defining working hours.

2. Optional: Configure an Exception List for the new calendar in the General > Work Calendars > Holidays and Exceptions section. For details, see Defining Exception Lists. However, you can specify a list of custom exceptions for only this work calendar.

NOTE: In the General > Work Calendars > Personal Exception Categories section, you can also configure personal exception categories for personal calendars . For details, see Defining personal exception categories.

To create a work calendar:

1. In the General > Work Calendars section, under Calendars, click New. The New Calendar wizard starts and the Working Hours page opens.

2. For each day of the week, select a working hours configuration from the drop-down lists and click Next. The Exception Lists page opens.

3. If you have created an Exception List, the Exception List page allows you to bind this list to the calendar. Click Add to bring up the Select Exception List window and double-click the list. If you want to apply more that one list, repeat the step to apply as many Exception Lists as needed.
   
   When a work calendar has more than one Exception Lists, some exception dates may conflict with each other. Exceptions defined in an upper list override the exceptions of a lower list. You can re-order the Exception Lists by using the Move Up and Move Down buttons.
   
   Click Next. The Custom Exceptions page opens.

4. The Custom Exceptions page allows you add custom exceptions that will apply to only this work calendar. These custom exceptions will supplement the Exception Lists specified on the previous page, if any.

If you want to add custom exceptions, follow these steps:

• To add a holiday:

  1. Click Add > Holiday. The Holiday window opens.

  2. Type in the holiday name.

  3. Depending on the holiday type, click one of three available options and specify the date as follows:

  • Annual - A holiday that occurs on the same date every year (such as Independence Day in the USA). In the Day field, enter the day of month and select the month from the drop-down list.
    For example: Day 4 of July.

  • Floating date - A floating-date holiday that occurs on a fixed day of the week and repeats every year (such as Labor Day in the USA and Canada). Select the week of the month, the week day, and the month from the drop-down lists.
    For example: The First Monday of September.

  • Fixed Date - A holiday that occurs on a fixed day of the year and does not necessary repeats every year. For example, a one-time event such as a company anniversary or the Employees's Day that occurs every year on a different date. Click the down arrow in the Date field to bring up the calendar and select a date.

  4. Click OK.

• To add a working weekend or a working day with no-standard working hours:

  1. Click Add > Working Day. The Working Day window opens.

  2. Enter a name for the working day.

  3. Select a date from the calendar.

  4. From the Hours drop-down list, select the desired working hours from the drop-down list.

  NOTE: You configure the list of working hours configurations in the Working Week section just below the Holidays and Exceptions section. For details, see Defining working and non-working hours.

  5. From the Hours drop-down list, select the desired working hours from the drop-down list.

• To add a custom time interval such as overtime or partial working day:

  1. Click Add > Custom Hours. The Custom Hours window opens.

  2. Type in a name for the custom hours.

  3. Select their Start Date and Time and End Date and Time.

  4. By default, custom hours define non-working time. If your custom hours define non-standard working time such as overtime, select the Is Work Time check box.

  5. Click OK.

Repeat this step to add as many custom exceptions as needed. To modify the list of custom exceptions, use the Edit and Delete buttons.

IMPORTANT: If your calendar has any Exception Lists, added on the previous page, some exception dates may conflict with each other. Custom exceptions override the exceptions defines in the Exception Lists.

Click Next. The General page opens.

5. Type in a name and description for the calendar. You can mark the calendar as default by selecting the Set as Default check box. For details, see Marking a work calendar as default.

6. Click Finish when done.

Related Information:

Setting up work calendars