General Requests - How to Configure a Holiday Swap Request Type

Purpose

Configure a Holiday Swap request type that allows employees to exchange a worked holiday for a future day off, following your company's approval workflow.

After configuration, employees will be able to submit Holiday Swap requests, and managers and/or HR will be able to approve them according to company policies.

Before You Start

You must have an HR Admin or Administrator profile.

The Holiday Swap policy must already be defined by your company.

You should know:

• Which employees can use this request type.
• Whether Manager Approval is required.
• Whether HR Approval is required.
• Whether attachments are required.

Admin Steps

1. Access the Request Type Configuration

On the left-side menu, click Admin, under the Employee section, select Request Type.

Locate an existing Holiday Swap request type or click New Request Type to create a new one.

2. Configure the Basic Information

Complete the required fields:

• Name (e.g., Holiday Swap US)
• Code
• Behavior: Allowance
• Location: Select the applicable country.

3. Configure the Request Instructions

In the Notes field, enter the instructions employees should follow when requesting a Holiday Swap.

Example:

Before submitting this request, make sure the holiday work was previously agreed with your manager. The worked holiday must be recorded using the Holiday Swap activity in the employee's timesheet, and this request should be submitted for the compensatory day off.

If required by your company, complete the Legal Notice field.

4. Define Availability

Under Available for, select the contract types that should have access to this request type.

5. Configure Approval Rules

Enable or disable the options according to your company's policy:

• Display to User
• Requires Manager Approval
• Requires HR Approval
• Requires Attachment

6. Save the Request Type

Click Save.

The Holiday Swap request type will become available to eligible employees immediately or according to your company's configuration.

Employee Instructions

After the Holiday Swap request type has been configured, employees must complete both of the following actions for the process to work correctly.

1. Record the Worked Holiday

On the worked holiday, employees must create a Time Entry for the hours worked.

When creating the time entry:

• Record the worked hours normally.
• In the Description field, enter the text exactly as shown below:

holiday swap

This description is mandatory and ensures the worked holiday is correctly identified for the Holiday Swap process.

2. Submit the Holiday Swap Request

When taking the compensatory day off, employees must submit a General Request.

To do so:

• Go to Work Hub > Work Requests > General Requests.
• Click New Request.
• In Request Type, select the Holiday Swap request corresponding to the holiday, for example:

Holiday Swap US – Independence Day

• Complete the required information.
• Click Save to submit the request for approval.

Important Rules

The Holiday Swap request type must use the Allowance behavior.

This request only records the compensatory day off.

Employees must also register the worked holiday correctly in their timesheet.

Approval requirements depend on your company configuration.

Common Issues

Issue: Employees cannot see the Holiday Swap request type

Likely cause:

The request type is not available for the employee's contract or country.

How to solve:

Review the Available for configuration and verify the employee's contract and location.

Issue: Holiday Swap requests are bypassing manager approval

Likely cause:

The Requires Manager Approval option is disabled.

How to solve:

Edit the request type and enable Requires Manager Approval.

Issue: Employees can submit requests without required documentation

Likely cause:

The Requires Attachment option is disabled.

How to solve:

Enable Requires Attachment if supporting documentation is mandatory.