Creating, regionally assigning and evaluating public holidays and special days

How public holidays and special days work in Jobilino

1. One entry per day and country

   A public holiday or special day is a single date entry that is linked to a country (e.g. AT, DE) and can optionally be restricted to specific subdivisions (e.g. AT-3 Lower Austria). Two entries with the same date and the same country/subdivision combination are not permitted.

   Tipp: For supported countries, we include a standard list of statutory public holidays. You supplement the list with regional days and company-specific special days.

2. The contract country determines who is affected

   The decisive factor is not the company's country, but the country stored in the employee's currently valid contract. This allows you, for example, to correctly process payroll for employees in Austria and Germany within the same client.

   Tipp: If an employee has 'AT' entered in their contract, the entries with country 'AT' (and their subdivision, if applicable) apply to them. Jobilino ignores entries for other countries for this employee.

3. Effect on Holiday Leave

   With working-day leave (standard), Jobilino automatically skips all public holidays of the contract country within the requested period. These days are not deducted from the leave balance.

   Tipp: With calendar-day leave (configured in the leave policy or on the time type), public holidays are counted – they therefore reduce the leave balance. You can see which option applies in the leave policy.

4. Effect on the Target/Actual Balance

   A 'Full Day' public holiday sets the employee's daily target to 0 – neither overtime nor undertime is incurred if no work is performed on that day. A 'Half Day' sets the target to half (e.g. 4 instead of 8 hours).

   Tipp: Anyone who works despite a public holiday and records their hours will see those hours appear in the reports as overtime in the usual way – the target remains 0 (or half), while the actual value reflects the hours actually booked.

5. Regional fine-tuning via subdivisions

   Some public holidays only apply in certain federal states (e.g. 'Assumption of Mary' only in some German federal states). Using subdivisions, you can assign an entry to exactly those regions.

   Tipp: An employee's region is taken from their contract (field 'Subdivision', e.g. AT-3). If you leave the subdivision field on the public holiday empty, the day applies nationwide.

The most important options on the entry

1. Name

   The name appears in calendars, in leave requests and in reports (e.g. 'Christmas Eve', 'Company outing', 'Bridge day').

   Tipp: Keep the name short and unambiguous – it is the label displayed in the employee calendar.

2. Date

   Exactly one day per entry. Recurring public holidays (e.g. 'Christmas') should be created once per year.

   Tipp: You can simply copy entries for subsequent years – the entry itself remains individual, and the date is adjusted accordingly.

3. Coverage: Full Day / Half Day

   With 'Full Day', the daily target for affected employees is set to 0. With 'Half Day', it is reduced to half (typical for 24 Dec or 31 Dec).

   Tipp: 'Half day' works symmetrically: 4 instead of 8 hours target for full-time, 2 instead of 4 hours for a 20-hour week, etc.

4. Country

   Required field. Determines which employees (via their contract country) can see the day at all.

5. Subdivisions (optional)

   One or more regions of the selected country. Empty = applies to all employees with this contract country. Filled = applies only to employees whose contract is located in at least one of the selected subdivisions.

   Tipp: Example: 'Assumption of Mary' in DE → select subdivisions DE-BY (Bavaria, parts) and DE-SL (Saarland).

6. Notes (optional)

   Internal free-text field – e.g. 'Half-day from 1:00 PM onwards as per works agreement 2024-08'.

   Tipp: Notes are visible to admins only, not to employees.

Review and apply default public holidays

admins

1. Open administration

   In the dashboard go to 'Administration' → 'Public Holidays'.

2. Filter by country

   Use the filter to select the country of your company (e.g. AT). You will see all stored public holidays for the current year.

   Tipp: When creating a new client, Jobilino automatically pre-fills this list with the statutory public holidays of the primary country.

3. Review the list

   Check whether all days relevant to you are included and whether the coverage (Full Day / Half Day) corresponds to your company's practice.

   Tipp: Typical adjustment: set 24 Dec and 31 Dec from 'Full Day' to 'Half Day'.

4. Edit or add entries as needed

   Click on an entry to adjust it, or click 'Add' to create custom days (see next section).

Create a custom special day

admins

1. Click Add

   Administration → Public Holidays → 'Add'.

2. Name and Date

   Enter a descriptive name (e.g. 'Company Outing', 'Bridge Day') and select the exact date.

   Tipp: One entry per year. For subsequent years, copy the entry and adjust the date accordingly.

3. Select Coverage

   Full Day (Target = 0) or Half Day (Target = halved).

4. Select country

   Select the country in which this special day applies. Required field.

5. Optional: Restrict subdivisions

   If the day applies only to a specific region, add the relevant subdivisions (e.g. AT-9 Vienna for 'Vienna City Holiday').

   Tipp: Leave blank = applies nationwide.

6. Optional: Note

   Internal note for admin colleagues, visible in the administration area only.

7. Save

   Click 'Save'. The day is immediately active – including for already submitted future leave requests, as soon as they are saved or re-evaluated.

   Tipp: Existing, already saved leave requests will only have the new public holiday applied upon an update to the request (see FAQ).

Edit or delete special day

admins

1. Open entry

   Administration → Public holidays → Click on the desired entry.

2. Adjust values

   You can change the name, date, coverage, country and subdivisions at any time.

   Tipp: Please note: A change to the date or coverage applies retroactively to future evaluations, but will only affect already calculated leave bookings once they are saved again.

3. Delete

   Via 'Delete' in the edit form. Existing leave bookings that had already taken this public holiday into account retain their status – until they are re-evaluated.

   Tipp: If you permanently remove an entry, please check affected requests in the approval workflow for consistency.

Cleanly separate multiple countries or regions

admins

1. Multiple Countries

   Maintain a separate list of public holidays for each country concerned. The correct list is then automatically applied based on the employee's contract country.

   Tipp: Example: AT public holidays and DE public holidays running in parallel. Employees with an AT contract see only AT days; employees with a DE contract see only DE days.

2. Manage subdivisions

   For a regionally applicable public holiday (e.g. 'Assumption of Mary' in DE), select all subdivisions in which it applies. Employees whose contract is assigned to one of these subdivisions will receive the day.

   Tipp: Employees without a stored subdivision will see only nationwide public holidays – so please ensure that contracts include a subdivision if you wish to differentiate by region.

3. Mixed operations (e.g. AT and CH)

   You can operate any number of countries within the same client. Each person is always assigned to exactly one contract country, and the public holiday list is derived from this automatically.