Holidays, in the Team menu, keeps each person's allowance, bookings and balance in one place. Booked holidays flow onto timesheets, the payroll export and the weekly plan, so nobody books work for someone who's away.
Only owners and admins manage holidays. Staff can't book or request holiday on the app.
Schemes and holiday years
A holiday scheme is a template, such as Full-time staff. It sets when the holiday year starts and ends, the working days, the length of a standard day and how holiday is given. New schemes start at 28 days, a 7.5 hour day and Monday to Friday.
Each person gets a holiday year on a scheme, or a custom one of their own. A holiday year can be shorter than twelve months, for a season, and it repeats each year. Fieldfare starts the next year from the scheme when you first book holiday into it.
Changes to a scheme apply to everyone on it from their current holiday year. Years that have ended are never rewritten, and an allowance you've set by hand for one person is kept.
The three kinds of scheme
Holiday on a scheme sets how holiday is given.
- Set days: a fixed allowance each year. Suits most full-time and regular part-time staff.
- % of hours worked: holiday is earned from their clocked hours, at the Holiday earned (%) rate. 12.07% is the UK rate for irregular-hours and part-year workers, so it suits seasonal staff. Balances show in hours.
- Paid with wages: holiday pay is rolled into their wages, so there's no balance. Holiday taken is still recorded.
Allowances, carry-over and adjustments
On each person's holiday year you can set the Annual allowance (days), any Carry-over (days) from last year and an Adjustment (days), which can be negative. Carry-over isn't worked out for you, so add it when their new year starts. On an hours-worked scheme, Hours worked not on the app adds hours they worked that were never clocked.
Balances shows each person's Allowance, Taken, Booked and Remaining. A set-days year also shows how much has been accrued so far, for information only. Holiday can still be booked past zero, and Remaining turns red.
Bank holidays
In Calendar, Bank holidays lets you choose England and Wales, Scotland or Northern Ireland, and the official dates fill in and stay up to date. Remove any you work, or add an Other day off such as Christmas Eve.
On a set-days scheme with Bank holidays come off the allowance ticked (the default), each bank holiday on a person's working day counts as a day of holiday. Untick it if your allowance doesn't include them. Bank holidays show for everyone on the holiday calendar, the schedule and the weekly plan.
Booking a holiday
Add staff holiday on the calendar books a Full day or Half day for each day between the Start date and End date. On a person's own page, Add holiday also offers Custom hours per day. A full day is their standard day, and a half day is half of it.
Only their working days are booked, so a two-week holiday doesn't take weekends. Tick Include Saturdays or Include Sundays for someone who works them. The dates must sit inside a holiday year, and a day that already has holiday or another timesheet entry can't be booked.
A booking comes off the balance straight away, as Booked and then Taken once the day has passed.
Approving holidays
Once you've agreed a holiday, tick it under Approved on the person's page. It records who approved it, and you can untick it. The holiday counts as soon as it's booked, approved or not.
Where holidays show
Each booked day becomes a holiday entry on the person's timesheet and goes into the payroll export. On the weekly plan it shows as a green box, and any jobs that day are flagged. On the phone, their timesheet shows it as time off.
Paused staff can't be booked holiday. Their holiday years are kept, and Paused staff in the balances filter shows them.
Key workflows
Create a scheme
Team › Holidays › Schemes
- Open Holidays and select Schemes.
- Add a Scheme name and set Holiday year starts and Holiday year ends.
- Choose Set days, % of hours worked or Paid with wages.
- Check the allowance, working days and bank holidays.
- Select Create scheme.
Set up a person's holiday year
Team › Holidays › Balances
- Select Set up next to their name.
- Select Set up holiday year and choose their Holiday scheme.
- Add any carry-over, adjustment or off-app hours.
- Select Save holiday year.
Book a holiday
Team › Holidays › Calendar
- Select Add staff holiday.
- Choose the Staff member and Full day or Half day.
- Pick the Start date and End date.
- Select Add holiday, then tick Approved on their page once agreed.
Questions
Which scheme should seasonal staff be on?
% of hours worked, so they earn holiday from the hours they clock. You can also make the holiday year match their season.
Does unused holiday carry over by itself?
No. Add it as Carry-over (days) on their new holiday year.
Can someone book more holiday than they have left?
Yes. Fieldfare doesn't block it, but Remaining shows in red so you can see they're over.
Why can't I book holiday for one of my staff?
They may be paused, or the dates may fall outside their holiday year. Unpause them or set up the holiday year first.