Holiday Allocation List

Last Updated: October 7, 2025
Document Version: 1.0
Prepared for: Emgage HRMS Implementation Team

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The Holiday Allocation List module allows administrators to define and manage the applicability of holidays for specific employees or employee groups.
It enables controlled allocation based on predefined rules such as department, location, designation, or individual employees — ensuring accurate policy application across the organization.

This module also supports rule-based allocation, audit tracking, employee visibility, and reporting via export tools.

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System Overview

The Holiday Allocation List consists of the following key components:

1. Holiday Allocation Table – Displays all allocated holidays and their applicability
2. Toolbar Controls – Request allocation, export records, apply filters
3. Holiday Allocation Request Form – Define allocation rules
4. Applicable / Allocated Employee List – View impacted employees
5. Holiday Allocation History – Track rule versions and allocation changes
6. Edit Holiday Allocation – Modify applicability criteria
7. Filter Panel – Search and refine allocation records

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Holiday Allocation Table

The Holiday Allocation Table displays all configured holiday allocations and their current status.

Table Columns

Column	Description
Holiday Name	Name of the holiday defined in Holiday Master.
Holiday Date	Date on which the holiday is applicable.
Type of Holiday	Identifies category (OH, FH, HPA, RH).
Status	Toggle to Activate / Deactivate allocation.
Actions	Provides quick operations: View Employees, History, Edit.

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Toolbar Controls

Located above the table, the Toolbar provides allocation and reporting operations.

Toolbar Options

• + Request → Create a new holiday allocation request
• Export → Download list in CSV or PDF format
• Filter → Search allocations using parameters such as employee filters, holiday type, or location

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Export Options

The Export option allows administrators to download the current table data for reporting and audit purposes.

Supported Export Formats

Format	Purpose
CSV	Lightweight format for data processing and integrations
Excel	Detailed analysis, filtering, and HR reporting
PDF	Static reports for review, approval, and sharing

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Holiday Allocation Request

Administrators can define who a holiday applies to using rule-based allocation criteria.

Mandatory Fields

Field	Description
Year	Holiday year being allocated.
Holiday Name	Select holiday from the configured holiday list.

Applicability Rule Builder

Rules define which employees the holiday applies to.

Examples include:

• Employee = A1244
• Department = HR
• Location = Mumbai
• Grade = L2

Multiple conditions can be combined where required.

Actions

• Add Rule → Insert additional selection criteria
• Reset → Clear entries
• Submit → Save allocation

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Applicable / Allocated Employee List

Displays all employees who fall under the selected allocation rule.

Features

• Search employee inside list
• View Employee ID and Employee Name
• Export list as CSV or PDF

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Holiday Allocation History

Tracks every update made to allocation rules for audit and traceability.

History Information Includes

• Modified By (User Name)
• Modified Date & Time
• Rule details before & after change
• Status of each version

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Edit Holiday Allocation

Enables updating allocation criteria or modifying existing rules.

Editable Fields

• Applicability Criteria
• Employee / Group Rules
• Inclusion / Exclusion Rules

Actions

• Add Rule → Append new condition
• Delete Rule → Remove condition
• Submit → Save modifications

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Filter Panel

The Filter panel allows searching allocations using multiple attributes.

Available Filters

Filter	Description
Holiday Name	Search by holiday title
Employee Status	Active / Inactive
Employee	Individual employee
SBU / Department / Branch	Organization grouping
State / Grade / Employee Type	HR classification
Employment Type	Permanent / Contract / Intern

Filter Actions

• Search → Apply filter
• Reset → Clear selections

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Implementation Guidelines

For HR Administrators

1. Always define holiday master entries before allocation.
2. Use specific rule targeting to avoid unintentional bulk allocation.
3. Keep rules consistent across departments to prevent conflicts.
4. Review allocation history before modifying criteria.

For Managers

1. Use View Employees to confirm correct allocation.
2. Report discrepancies to HR before finalizing payroll.
3. Use export reports for audit or compliance checks.

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Common Issues & Solutions

Issue	Possible Cause	Solution
Employees missing from allocated list	Rule criteria too restrictive	Broaden allocation rule.
Duplicate entries	Multiple overlapping rules	Merge or review criteria.
Allocation not visible	Status toggled OFF	Activate allocation.
Incorrect employees allocated	Wrong filter applied	Edit and correct rule.

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Best Practices

1. Prefer role-based or department-based allocation over individual rules.
2. Validate criteria before submitting.
3. Use History logs to track changes.
4. Re-audit allocations before holiday periods.
5. Export allocation reports regularly for compliance.

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