Creating a Birthday Holiday

How to add a Birthday Holiday as an employee benefit, including its Holiday type and entitlement rules.

A lot of companies offer a Birthday Holiday as an employee benefit. In FLEXPEO this counts as a Custom Holiday — employees apply for it themselves rather than the system granting it automatically.

Step 1: Add the Birthday Holiday type

First, tell the system that the Birthday Holiday exists.

  1. Go to Vacation > Holiday List > +Add (/vacation/vacationList).
  2. Fill in the basics:
    • Choose your company.
    • Holiday name: enter "Birthday Holiday".
    • Holiday category: choose Custom Holiday because employees need to submit an application.
  3. Set entitlement and rules (key step):
    • Set how many days each employee gets per year based on company policy (usually 1 day).
    • Define how the entitlement is calculated (e.g. by hire date or calendar year).
    • Make sure all fields marked with * are filled in.
  4. Click Save to finish creating the Holiday type.

Step 2: Add the Birthday Holiday to a Holiday Group

Once the Holiday type exists, add it to a Holiday Group and assign that group to employees.

  1. Go to Vacation > Holiday Group > +Add (/vacation/vacationGroup).
  2. Create or edit a Holiday Group:
    • If you do not have a Holiday Group yet, add one (e.g. "Full-time Employee Holiday Group").
    • If you already have one, click it to edit.
  3. Add Birthday Holiday:
    • In the Holiday Group settings, tick Birthday Holiday from the list of existing Holiday types.
    • Make sure your other basic holidays, such as annual holiday and sick leave, are also in this group.
  4. Click Save.

Step 3: Assign the Holiday Group to employees

Finally, make sure each employee's profile is assigned to the Holiday Group that contains the Birthday Holiday.

  1. Go to Employee > List.
  2. Find the employee who should get Birthday Holiday and click Edit.
  3. Under Employment Data, look for the Holiday Group field.
  4. Pick the "Full-time Employee Holiday Group" you just configured.
  5. Click Save.

How do employees apply? After signing in to the ESS mobile app, the employee opens Holiday, selects Birthday Holiday, picks a date, and submits the application.