How to use the Copy Calendar Wizard to copy a PTO calendar to a new date range or replicate a PTO calendar for a new group of participants.

Copy Calendar Wizard

Open the calendar and in the left side navigation pane select Copy Calendar Wizard.

Step 1: Choose what type of copy you want to make

You have two options when making a copy of a calendar: Make a copy with the same participants for a different date range, or replicate to keep the same date range but for a different group of people.

Copy to another date range

You can make other edits when customizing the calendar properties. Edits here do not affect the original calendar.

Step 2: Customize the calendar properties

Select the preferred calendar status option: Default to basic properties or keep the same as the source PTO calendar.

Name: Default is “Copy of…”

Calendar start date: When you change the start date, the end date automatically adjusts so the number of days matches the original calendar. You cannot change the duration of a calendar with a copy.

Include accrual transactions from days prior to start: Refers to start of calendar. For example, if your calendar starts on January 3, 2022 (Monday of your work week), and your accruals begin on January 1, you would include transactions for 3 days prior to the start to make sure it includes those accruals.

Ignore accrual transactions from days prior to end: If the calendar ends on a date after additional accruals happen, you can tell the calendar to ignore the days at the end when additional accruals occur.

Include prior accruals when validating bid round selections: This will allow the calendar to include rollover hours (if allowed).

Minimum role to view block selections: Should agents be able to view other agent’s requests by name/picture when making their bids? If not, select Supervisor or above. Agents will still be able to see which blocks have been selected, but the names and pictures are obscured.

Ranking profile selection: Employee rankings based your specified criteria. Seniority is a common example (ranking based on hire date). Agents must have a ranking profile included in the custom properties of their profile.

Participant selection type: Select bid round or open selection.

Restrict PTO Classifications by shrinkage type: Discretionary, non-discretionary, or both.

Step 3: Bid round and time off rule preference

Do you want to include bid rounds in the new PTO calendar? Selecting Yes will include existing bid rounds in this calendar. If No, when you open the new calendar and go the Workflow navigation, you can change to open selection.

Rules: Review each rule and check the boxes for those you wish to copy to the new calendar. You may also Select none or Select all.

Step 4: Choose participants to include

The list contains participants assigned to the selected PTO calendar and indicates if they are eligible to participate in the new PTO calendar. Click on the participant’s name to include them, or use the Select all or Select none buttons. Note: To include different participants, use the replicate calendar wizard.

Step 5: Confirm the settings

Review all of the setting for your new calendar. If correct, click Copy PTO calendar. A copy is made in the background.

To view the new calendar, go to Plan > All things time off > PTO Calendars > Calendar partitions and select your new calendar.

Replicate this PTO calendar

You can make other edits when customizing the calendar properties. Edits here do not affect the original calendar.

Step 2: Customize the calendar properties

Preferred calendar status option: You cannot change this option. The new calendar will default to basic properties.

Name: Default is “Copy of…”. If creating multiple copies, the name will include a copy number.

Calendar start and end dates: Because this is a replication, you cannot edit the dates. To make a copy of the calendar with different dates, use the option to copy to another date range.

Include accrual transactions from days prior to start: Refers to start of calendar. For example, if your calendar starts on January 3, 2025 (Monday of your work week), and your accruals begin on January 1, you would include transactions for 3 days prior to the start to make sure it includes those accruals.

Ignore accrual transactions from days prior to end: If the calendar ends on a date after additional accruals happen, you can tell the calendar to ignore the days at the end when additional accruals occur.

Include prior accruals when validating bid round selections: This will allow the calendar to include rollover hours (if allowed).

Minimum role to view block selections: Should agents be able to view other agent’s requests by name/picture when making their bids? If not, select Supervisor or above. Agents will still be able to see which blocks have been selected, but the names and pictures are obscured.

Ranking profile selection: Employee rankings based your specified criteria. Seniority is a common example (ranking based on hire date). Agents must have a ranking profile included in the custom properties of their profile.

Participant selection type: Select bid round or open selection. If the original calendar is in a bid round and you did not include bid rounds in your copy: after you finish creating the calendar, return to Plan > All things time off > PTO Calendars > Calendar partitions and open your new calendar. You will have the option to confirm that you wish to mark the calendar as open, select a date to close the calendar, and notify participants.

Restrict PTO Classifications by shrinkage type: Discretionary, non-discretionary, or both.

Step 3: Bid round and time off rule preference

Do you want to include bid rounds in the new PTO calendar? Selecting Yes will include existing bid rounds in this calendar. If No, when you open the new calendar and go the Workflow navigation, you can change to open selection.

Rules: Review each rule and check the boxes for those you wish to copy to the new calendar. You may also Select none or Select all.

Step 4: Participants

You cannot copy the participants when replicating a calendar.

Step 5: Confirm the settings

Review all of the setting for your new calendar. If correct, click Copy PTO calendar. A copy is made in the background. To view the new calendar, go to Plan > All things time off > PTO Calendars > Calendar partitions and select your new calendar.