Holidays and absences

Updated on September 23, 2026

If the account calendar treats every day as a workday, capacity lies: it looks like the team has 40 hours in a week when half of them are off or on a holiday. Then the manager promises a client deadline with a number that never existed.

In Rabbiit this is split into two different things. The holiday calendar is a set of company days (Christmas, a municipal holiday, a shutdown) — there can be more than one, and each person receives the calendar that applies to them. Absences are individual: that person’s vacation, time off, or leave, entered on their profile.

The collaborator does not record this on their own. The administrator creates the calendar. The person who assigns the calendar and enters the absence on the profile is whoever has permission to edit that user.

💡 Plan: holiday calendars and absences go into user capacity (paid plans with this feature). Without that, the dashboard treats every workday as available.

The difference in one sentence

Holiday and absence calendars

Holiday calendar — a shared account record. The administrator creates as many as needed. Then each person receives one of those calendars.
Absence — a period for that person only (vacation, time off, leave). It does not go on the company calendar; it goes on the profile, person by person.

Christmas in São Paulo goes on a calendar, and that calendar is assigned to whoever works under that rule. Ana’s vacation goes only on Ana’s profile.

Who does what

Administrator — creates, edits, and deletes holiday calendars (and the holidays in each one). Also edits any user: assigns a calendar and enters an absence.

Manager who can edit the user — does not create a calendar. On the profile of the person they can edit, they choose which calendar applies and add vacation or time off. In the current model, that is the administrator or the superuser with permission to edit the users assigned to them.

Collaborator — does not open “my absences” to enter their own. They see the effect on capacity and on the timesheet (the day appears as a holiday, vacation, or time off). Whoever edits the profile is the one who records it.

Whoever closes a deadline — reads the people capacity dashboard already subtracting holiday and absence.

Where to find it

Create calendars: account menu → Holiday calendars
Assign a calendar and enter an absence: Users → edit the person → Capacity tab
Effect on the team: Users list and the capacity reports

Holiday calendar

Only the administrator creates the calendar. There can be several — for example one for Brazil, one for São Paulo, one for an office in another city.

Open Holiday calendars.
Create a calendar (free name, such as “Brazil” or “São Paulo”).
If it makes sense, inherit holidays from another existing calendar and add only the local days.
Add the dates for the year (Christmas, New Year, municipal holiday).
Save. The calendar still does not apply to anyone until it is assigned to each person.

The list shows how many users are already associated. You cannot delete a calendar that still has people linked to it.

In account settings you can choose a default holiday calendar — the slice the account uses as a starting point. Even so, what counts in each person’s capacity is the calendar assigned on their profile.

Assign the calendar to each person

Whoever has permission to edit the user does this on the profile, not on the calendar.

Open Users and edit the person.
Go to the Capacity tab.
In Holiday calendar, choose their calendar — or leave it without a calendar, if that profile does not follow a company holiday.
If the person changed city or rule in the middle of the year, apply it from a date. History keeps which calendar applied in each period.

The manager who edits the user chooses among the calendars the administrator already created. They do not build a new calendar (creating a calendar requires an administrator).

Absences: vacation, time off, and leave

An absence is not a calendar. It is a period for that person only.

On the same profile, Capacity tab, open Edit time off and vacation.
Enter start, end, and the type: Vacation or Time off.
Add. That year’s list shows the periods and the total days.
Remove the period if the person came back early.

Do this person by person. Do not put Ana’s vacation on the “Brazil” calendar — otherwise everyone who uses that calendar “disappears” on the same day.

Only whoever can edit that user can add or remove an absence. A superuser without that permission (or without the person assigned) does not enter vacation on other people’s profiles.

How the team uses this in planning

The administrator builds the calendars before the year starts (and reviews them when a one-off holiday comes up).
Whoever edits the user assigns the right calendar and enters the agreed vacation before the project week, not on closing day.
The manager opens capacity: holiday, vacation, and time off already subtract the day. A justified absence is not a missing time entry.
If the account uses date lock, a day that is not a workday stops becoming the “why didn’t you log?” conversation.

When to use it

Use it when the team has more than one holiday slice, real vacation, and a client with a deadline.

Two calendars make sense when part of the team is in different cities or countries. A single “Brazil” calendar for everyone only works if the rule is the same.

It can stay simple on a small account: one calendar and the administrator (or the manager who edits the user) entering vacation on each person’s profile.

What gets easier

Allocation and “who still has hours this week” match that person’s real calendar — not a month full of invented workdays. The company holiday does not mix with individual time off. The collaborator is not asked for a day when the company was closed or they were on vacation.