Holiday calendars and holiday shift bidding

A holiday calendar lists the dates that count as holidays when pay is calculated. Holiday shift bidding lets you offer shifts on those dates, with a pay multiplier for each seat, and lets eligible employees bid for them in the order they ask. Both are managed in the Admin Hub.

Before you start. The Timeclock & Payroll module must be on. The Administrator, Timeclock Admin and Payroll Admin roles can do everything on this page. Calendars are managed from a rule group, so read Payroll rule groups first if you have not made one yet.

How holiday hours are paid

Each rule group has one holiday calendar, and regular hours worked on a date in that calendar earn a holiday premium, using the holiday's own Custom Multiplier (optional) or else the employee's Holiday Multiplier. A group with no calendar has no holidays.

The multipliers are set on each employee; see Payroll employees. How pay is calculated gives the rule in full, including Colombian groups, a holiday that falls on a Sunday and overtime on a holiday.

Create a holiday calendar

1. Open the Admin Hub and choose the Rule Groups tab.
2. Choose the edit icon on a rule group.
3. Choose Manage Calendars. The button appears only when you edit a group that already exists.
4. In the Holiday Calendar Manager, look under Existing Calendars to see what you have: the name, country, year and number of holidays of each.
5. Under Create New Calendar, enter a Calendar Name, a Country and a Year, then choose Create Calendar.

The new calendar opens for editing. Choose Back to Calendar List to return, Save Calendar to keep a change to its name, country or year, and Close to leave the manager.

Add holidays to a calendar

1. Open the calendar from Existing Calendars with its edit icon.
2. Choose Add Holiday.
3. Enter the Holiday Name and the Date.
4. Enter a Custom Multiplier (optional) if this date should pay a different multiplier from the employee's usual one, for example 2.0.
5. Leave Public Holiday ticked for a public holiday, and choose Add Holiday.

A holiday is saved as soon as you add it. The list shows the Date, Name, Public and Multiplier of each. Use the delete icon on a row to remove a holiday. It is removed immediately, without a question. The Public column is for your reference and does not change pay.

Import a country's holidays

1. Edit a rule group that has a Country set, as described in Payroll rule groups.
2. Pick a year. The list runs from last year to two years ahead.
3. Choose the green import button, which carries your country in its name, for example "Import US Holidays".
4. Choose Save Changes on the rule group.

The import creates a new calendar named after the country and the year, such as "Colombia Holidays 2026", fills it with that country's public holidays and selects it as the group's Holiday Calendar. The built-in lists cover Colombia, the United States, Mexico and the Philippines. For Other there is no list, so the calendar is created empty and you add the dates yourself.

Dates that fall on the same day every year, such as 1 January, are saved as repeating holidays. Dates that move, such as holidays tied to Easter, are saved for that year only.

Add the missing Colombian holidays

For a Colombian rule group that already has a calendar, a second button appears next to the import button, labelled with the year you picked, for example "Add missing 2026 holidays". It adds the Colombian statutory holidays of that year that the calendar does not have yet. It never changes or removes a date that is already there. A message tells you what was added, or that the calendar already had every holiday of the year.

A group made from the Colombia template keeps its country as the code CO, and the import button then reads "Import CO Holidays" and creates an empty calendar. The import still selects that calendar for the group, so use this button next to fill it with the Colombian holidays of the year, then choose Save Changes.

Keep the calendar current each year

From the next year on, an imported calendar no longer covers the holidays that move. Fixed dates carry on, but the moving ones are not paid as holidays until the calendar has them. Before the new year:

1. For a Colombian group, edit the group, pick the new year and choose the button labelled "Add missing 2027 holidays" (with the year you picked).
2. For any other country, edit the group, pick the new year, choose the import button and choose Save Changes. The new calendar is selected for the group. For Other, add the dates yourself.

Assign a calendar to a rule group

1. Edit the rule group.
2. In Holiday Calendar, choose the calendar. Each entry shows its name and its number of holidays. No Calendar Assigned removes it.
3. Choose Save Changes.

Delete a holiday or a calendar

• To delete a holiday, use the delete icon on its row in the calendar.
• To delete a calendar, use the delete icon in Existing Calendars and confirm. This cannot be undone.
• A calendar that is assigned to any rule group cannot be deleted. Assign the groups to another calendar, or to No Calendar Assigned, save them, and delete the calendar afterwards.

Set up holiday shift bidding

Bidding needs a holiday calendar with upcoming dates, attached to a rule group. Without one, Create Shift is disabled and the tab says to attach a calendar first.

Everything is on the Holidays tab of the Admin Hub, which has three sub-tabs: Shifts & Slots, Bid Approvals and Eligibility. The number on the Bid Approvals sub-tab and on the Holidays tab is the count of bids waiting for a decision.

Choose who may bid

1. Open Eligibility. It lists the active employees with their department and job title.
2. Tick Eligible for each person who may bid.
3. Type a Bid Role for them, such as Engineer. The role must match the role of the shift. Capital letters do not matter when roles are matched. Roles you have already used are suggested as you type.
4. Choose Save on the row.

Only eligible employees can bid, and they only see shifts that match their bid role. An eligible employee with no Bid Role sees no shifts and cannot bid. Leave people who are required by contract to work holidays ineligible.

Create a holiday shift

1. Open Shifts & Slots and choose Create Shift.
2. Choose the Holiday. The list shows the upcoming dates of the calendars attached to your rule groups.
3. Enter the Role. Only employees with a matching bid role see the shift.
4. Set the Start Time and End Time. If the end is at or before the start, the shift runs past midnight into the next day.
5. Enter the Seat Multipliers: a comma-separated list with one number for each seat, for example 3.0, 3.0, 2.0. The first seats are filled first, so they usually carry the higher multipliers. Each number must be above 0 and no more than 10.
6. Add Notes if you want to, then choose Create Shift.

The shift starts Open. The shifts are grouped by holiday, and each row shows the role, the window, the status, the seats and how many bids are approved and pending.

To change a shift, use its edit icon. You cannot change the holiday of an existing shift. You cannot reduce the seats below the number of approved bids; revoke an approval first. Changing the multipliers re-assigns the seats of the approved bids.

Open, close and finalize a shift

Each row has icons for the status:

A finalized shift cannot be edited, and its pending bids cannot be approved or rejected until you reopen it. Use the delete icon to remove a shift. The shift is deleted immediately, without a question. A shift with pending or approved bids cannot be deleted.

Approve or reject bids

1. Open Bid Approvals. Each shift that has bids has a card with its Current roster and a table of the bids in the order they were placed.
2. Choose the check icon to approve a pending bid.
3. Choose the cross icon to reject one. Enter a Reason and confirm. The reason is recorded on the bid.

Among the approved bids, the one placed earliest gets seat 1 and its multiplier, the next gets seat 2, and so on. Approving an earlier bid later moves the others down a seat. The roster at the top of the card shows who holds which seat. You cannot approve more bids than there are seats. Reject or revoke a bid first when all seats are filled.

QuantumOps does not e-mail employees about bid decisions. The Settings tab has no card for them. The reason you type is recorded on the bid, and employees follow their bids on the timeclock dashboard or the Clock tab. See E-mails that are not sent.

Revoke an approval

1. On Bid Approvals, choose Revoke approval on an approved bid.
2. Enter a Reason and confirm.

The bid is rejected, and the other approved bids move up to fill the free seat, taking its multiplier. Only approved bids can be revoked.

How a seat pays

The multiplier of a seat is the total multiplier for the hours the winner works inside the shift window, and payroll tops pay up to the hourly rate times that multiplier. The top-up appears as Holiday Bid Premium in the payroll calculation and on the paystub; How pay is calculated gives the full rule.

Employees place and follow their bids on their timeclock dashboard, as described in Requesting time off and bidding for holiday shifts.

Related

• Payroll rule groups
• Requesting time off and bidding for holiday shifts
• How pay is calculated
• Payroll employees
• The timeclock and payroll Admin Hub