For vacation bidding, you must group your employees together in one or more vacation bidding groups. A vacation bidding group is a grouping of all of the employees that are eligible to bid on vacation periods in a vacation bidding session in Dayforce. Each vacation bidding session must be configured with one vacation bidding group. You can group employees by criteria such as role or job assignment so that the appropriate employees participate in the same vacation bidding session. By configuring vacation bidding groups and assigning employees to them, you can group your staff together for bid sessions as you see fit, and restrict other employees to different bidding sessions, depending on your needs.
Before You Begin: Before you can save a vacation bidding group, you must assign it a calendar and notification record (configured in the Calendars and Notifications tabs of Vacation Bidding Setup). Because of this requirement, you must create calendar and notifications records before you create a vacation bidding group.
For example, you can configure one vacation bidding group for roles at your organization where coverage is plentiful. Because there are many employees who can cover employees who are absent, this vacation bidding group can be effective year-round. Alternatively, if your organization contains roles that are less easily replaceable, you might create an additional vacation bidding group for only those roles. In this group, you’d configure a lower threshold for the maximum number of employees who can be absent simultaneously. Also, because the summer months and holiday season are popular times for time away, you might need to further restrict how many employees can be absent simultaneously during those months.
Depending on your requirements, you can also create one or more subgroups for a vacation bidding group. Configuring subgroups provides an additional level of control so that you can:
- Limit specific employees in a vacation bidding group from participating in a bidding session, or
- Assign different eligibility limits to specific employees.
For example, consider an organization that has some essential employees (such as nurses) and must maintain minimum staffing requirements during a busy week of the year. The organization can create a nurse subgroup and configure a vacation bidding session that requires at least two nurses from the subgroup to work on each day in the period eligible for vacation time. This requirement wouldn’t apply to the other employees in the vacation bidding group (that is, any employees that aren’t in the subgroup), who are assigned a different minimum staffing limit.
You can assign employees to vacation bidding groups in People in the Work > Vacation Bidding Group screen. Further, you can assign employees to subgroups in People in the Employment > Employee Properties screen. See the following topics in the Manager Guide:
- Vacation Bidding Group Assignments in People
- Assign Employees to Vacation Bidding Subgroups in People
The following sections describe the layout and settings that are available in Vacation Bidding Setup in the Groups tab and how to add vacation bidding groups in Dayforce: