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Holiday Weeks Management Documentation

Menu Location: Settings > Holiday Weeks

Access Level: Administrator and above

Last Updated: 2026-03-01

Overview

The Holiday Weeks page allows you to designate specific weeks when deliveries will not occur due to holidays, facility closures, or other planned service interruptions. Proper holiday configuration prevents orders from being scheduled during closed periods and communicates closures to customers in advance.

Primary Functions:

  • Mark weeks as holidays (no deliveries)
  • Set advance customer notification
  • Configure automatic order skipping
  • Schedule facility closures
  • Communicate holiday schedules to customers
  • Plan seasonal breaks

Page Layout

Header Section

  • Current year selector
  • Add Holiday Week button
  • Calendar view toggle

Holiday List

Table of all configured holidays:

  • Holiday name
  • Date range
  • Affected deliveries
  • Customer notification status
  • Status (Upcoming/Past)
  • Actions (Edit, Delete)

Calendar View

Visual calendar showing:

  • Regular delivery weeks (green)
  • Holiday weeks (red)
  • Current week highlighted
  • Next 12 months displayed

Holiday Configuration Panel

When adding/editing:

  • Holiday name
  • Start and end dates
  • Notification timing
  • Order handling options
  • Customer message

Configuring Holidays

Adding a Holiday Week

Steps:

  1. Click "Add Holiday Week"
  2. Enter holiday name (e.g., "Thanksgiving Week")
  3. Select start date (beginning of week)
  4. Select end date (end of week)
  5. Set customer notification date
  6. Choose order handling method
  7. Write customer message
  8. Save holiday

Holiday Information

Holiday Name:

  • Clear, descriptive name
  • Appears in customer communications
  • Internal reference

Examples:

  • "Thanksgiving Week"
  • "Christmas/New Year Closure"
  • "Summer Facility Maintenance"
  • "Independence Day Holiday"

Date Range:

  • Start date: First day of closure
  • End date: Last day of closure
  • Can span multiple weeks
  • Entire week closure recommended for clarity

Notification Settings

Advance Notice:

  • How far in advance to notify customers
  • Recommended: 2-4 weeks
  • Minimum: 1 week
  • Longer for major holidays

Notification Method:

  • Email to all active subscribers
  • In-app notification
  • Website banner
  • Order confirmation reminder

Notification Content:

  • Which week(s) affected
  • Why (holiday/closure)
  • What happens to their order
  • When deliveries resume

Order Handling Options

Automatic Skip

How It Works:

  • System automatically skips deliveries for that week
  • Customers not charged
  • Subscription continues following week
  • No customer action needed

Best For:

  • Universal holidays (Thanksgiving, Christmas)
  • Single week closures
  • All customers affected equally

Configuration:

  • Enable auto-skip for holiday
  • Orders automatically move to next week
  • Customer receives notification

Customer Choice

Options Given:

  • Skip that week's delivery
  • Receive delivery early (week before)
  • Receive delivery late (week after)
  • Pause subscription until return

Best For:

  • Partial closures
  • Regional holidays
  • Giving flexibility
  • Customer preference

Configuration:

  • Set deadline for customer to choose
  • Default option if no choice made
  • Communication explaining options

Advance Delivery

Move Deliveries Earlier:

  • Week before holiday
  • All orders shift up
  • May compress warehouse schedule

Considerations:

  • Warehouse capacity
  • Product freshness
  • Customer convenience
  • Route capacity

Configuration:

  • Set advance delivery date
  • Notify customers of date change
  • Adjust packing schedule

Customer Communication

Notification Email

Timing: Send notification when holiday added/changed

Email Content:

  • Subject: "Important: [Holiday] Delivery Schedule Update"
  • Which week(s) affected
  • What happens to their delivery
  • Action required (if any)
  • When to expect next delivery
  • Contact info for questions

Example:

"Due to Thanksgiving, there will be no deliveries the week of November 20-26. Your delivery for that week will automatically skip, and your next delivery will be the week of November 27. You will not be charged for the skipped week. Questions? Contact us at [email protected]"

Website Notice

Homepage Banner:

  • Visible weeks in advance
  • Brief message with link to details
  • Dismissible but persistent
  • Mobile-friendly

Account Dashboard:

  • Shows upcoming holiday on delivery schedule
  • Calendar marks holiday weeks
  • Explains impact on customer's subscription

Order Confirmation

Reminder in Emails:

  • Include note if order falls near holiday
  • Remind about modified schedule
  • Confirm next delivery date

Planning Considerations

Common Holidays to Configure

Annual Holidays:

  • New Year's Week
  • Easter/Spring Break (if applicable)
  • Memorial Day Week
  • Independence Day (4th of July)
  • Labor Day Week
  • Thanksgiving Week
  • Christmas/New Year's Closure

Business-Specific:

  • Summer break (some CSAs)
  • Seasonal transitions
  • Facility maintenance
  • Staff training days
  • Local/regional holidays

Seasonal Closure

Extended Breaks:

  • Winter closure (Dec-Jan)
  • Summer hiatus
  • Between seasons

Configuration:

  • Mark multiple consecutive weeks
  • Notify customers months in advance
  • Option to pause vs cancel
  • Clear return date

Route-Specific Holidays

Regional Differences:

  • Some routes may operate when others don't
  • Regional holidays
  • Weather-related closures

Configuration:

  • Set holiday for specific routes only
  • Targeted customer notification
  • Alternative delivery options

Common Use Cases

Use Case 1: Configure Thanksgiving Week

Goal: Close for Thanksgiving week

Steps:

  1. Click "Add Holiday Week"
  2. Name: "Thanksgiving Holiday"
  3. Start date: November 20, 2026
  4. End date: November 26, 2026
  5. Notification date: October 27, 2026 (4 weeks prior)
  6. Select: "Automatically skip deliveries"
  7. Message: "We're closed for Thanksgiving. Your delivery will automatically skip this week at no charge. Deliveries resume November 27."
  8. Save holiday
  9. System sends notification email
  10. Customers see on calendar

Result: Clear communication, automatic handling

Use Case 2: Christmas/New Year Two-Week Closure

Goal: Extended holiday closure

Steps:

  1. Add Holiday Week
  2. Name: "Winter Holiday Closure"
  3. Start: December 18, 2026
  4. End: January 1, 2027
  5. Notification: November 18 (5 weeks notice)
  6. Option: Customer choice (skip, receive 12/11, or pause)
  7. Deadline: December 4 for decision
  8. Message: "We're closed Dec 18-Jan 1. Choose your delivery option by Dec 4."
  9. Send notification
  10. Monitor customer selections

Result: Flexible options, clear deadline

Use Case 3: Summer Seasonal Break

Goal: CSA summer break between seasons

Steps:

  1. Add extended holiday
  2. Name: "Summer Season Break"
  3. Start: August 1, 2026
  4. End: September 5, 2026
  5. Notification: June 1 (2 months)
  6. Option: Auto-pause all subscriptions
  7. Message: "Summer vegetables wind down in August. Your subscription automatically pauses and resumes with fall harvest September 5. No action needed."
  8. Include reactivation details
  9. Send reminder closer to date

Result: Smooth seasonal transition

Use Case 4: Emergency Weather Closure

Goal: Unexpected closure due to severe weather

Steps:

  1. Add Holiday Week immediately
  2. Name: "Emergency Weather Closure"
  3. Start/End: Week of closure
  4. Immediate notification (no advance)
  5. Auto-skip affected orders
  6. Message: "Due to severe weather, deliveries this week are cancelled for safety. Next delivery: [date]. No charge for this week."
  7. Send email ASAP
  8. Post on social media
  9. Update website banner

Result: Quick crisis communication

Use Case 5: Review and Plan Year's Holidays

Goal: Plan all holidays for upcoming year

Steps:

  1. In January, review calendar
  2. Identify all major holidays
  3. Add each holiday week:
    • New Year's (if needed)
    • Memorial Day
    • July 4th
    • Labor Day
    • Thanksgiving
    • Christmas/New Year
  4. Set notification dates (4 weeks prior)
  5. Configure auto-skip for each
  6. Save all holidays
  7. Export calendar
  8. Share with team

Result: Proactive yearly planning

Troubleshooting

Customers Not Receiving Notifications

Check:

  1. Notification date set in past (missed send)
  2. Email templates active
  3. Customer email addresses valid
  4. Notification setting enabled
  5. Manually resend if needed

Orders Still Scheduling During Holiday

Solutions:

  1. Verify holiday dates correct
  2. Check holiday is "Active" not "Draft"
  3. Ensure order handling set to "Skip"
  4. Run script to update existing orders
  5. Manually skip any missed orders

Customer Confusion About Holiday Impact

Improvements:

  1. Clearer notification message
  2. Earlier advance notice
  3. FAQ about holiday schedule
  4. Reminder closer to date
  5. Visible calendar in account
  • Weekly Cycle - Regular delivery schedule configuration
  • Routes - Route-specific delivery schedules
  • Email Templates - Customize holiday notification emails
  • Customers - View customers affected by holiday

Permissions & Access

Required Access Level: Administrator or higher

Why Restricted:

  • Affects all customers
  • Financial implications (skipped charges)
  • Important business decisions
  • Communication to entire list

Best Practices

Planning

  1. Add holidays at start of year
  2. Give 3-4 weeks advance notice minimum
  3. Consider warehouse/staff schedules
  4. Account for vendor closures
  5. Plan around major holidays

Communication

  1. Notify early and often
  2. Be clear about impact
  3. Provide options when possible
  4. Send reminders
  5. Update website prominently

Timing

  1. Whole weeks (not partial) when possible
  2. Cluster holidays (close entire week for one holiday)
  3. Consider customer preferences
  4. Balance business needs with service

Customer Experience

  1. Minimize disruption
  2. Offer flexibility when possible
  3. No surprise closures
  4. Clear return date
  5. Easy to understand options

Things to Avoid

  • Last-minute holiday announcements
  • Confusing partial week closures
  • Forgetting to notify customers
  • Charging for skipped deliveries
  • Unclear return dates

Quick Reference Card

Task Action
Add holiday Click "Add Holiday Week"
Edit holiday Click "Edit" on holiday row
Delete holiday Edit > Delete (confirm)
View calendar Click "Calendar View"
Send notification Auto-sent on notification date
Skip all orders Order handling: Auto-skip
See affected customers Click "View Affected Customers"
Copy to next year Duplicate holiday, update year
Export calendar Click "Export" button

FAQs

How far in advance should I add holidays?

Add major holidays for entire year in January. Minimum 4 weeks notice to customers for any holiday.

What if I need to add an unexpected closure?

Add immediately, send notification ASAP. Auto-skip affected orders. Apologize for short notice. Explain reason.

Should I close for every single holiday?

Not necessarily. Close for major holidays when most customers/staff off. Consider 4-5 major holidays per year.

What happens to customer charges for skipped weeks?

They're not charged. Billing cycle continues with next delivery. Subscription extends by skipped weeks.

Can some routes operate while others are closed?

Yes, configure route-specific holidays. Only affected customers notified.

What if a customer wants delivery during holiday anyway?

Generally not possible if facility closed. Offer advance or delayed delivery as alternative.

How do I handle customers who signed up after holiday announced?

Include holiday info in welcome email. Show on their delivery calendar in account.

Should I offer credit for the inconvenience?

Not necessary for planned holidays. Consider small credit for unexpected closures or if closing frequently.

Can I schedule holiday to automatically repeat each year?

Some systems support recurring holidays. Otherwise, duplicate and update dates for next year each January.

What about holidays that fall on different dates each year (like Thanksgiving)?

Add new each year with correct dates. Can't reliably automate due to date variation.

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.