For: Admin, Manager
Create shifts in Shiftplan, assign them to employees or as open shifts, and publish the schedule so your employees can see their roster.
Create a shift
You can access Shiftplan via Shiftplan > Schedules. Navigate to the desired week and click (+) next to the employee name on the desired day, or click the New shift button in the top left.
Fill in the following fields in the dialog. Required fields are marked with an asterisk (*):
Field | Note |
Repeat on * | Select one or more weekdays. Without a selection, a single shift is created. |
Start time * | Minimum duration: 15 minutes, maximum duration: 23h 45min |
End time * |
|
Break duration | Optional. The break cannot be longer than the shift. |
Location * | Only locations enabled for Shiftplan are available for selection. |
Work area | Optional. Helps filter employee suggestions. |
Role * | Filters employee suggestions. At least one role must be set up in Settings. |
Tag | Optional. For example, for language skills or qualifications. |
Employee | Select one or more employees (max. 15) or leave the shift as an Open shift. |
Notes | Optional. Shown to the assigned employee. |
Click Save. The shift is saved with unpublished status, indicated by the diagonal stripes on the shift card.
Assign employees
The employee dropdown first shows employees under Matching role / location — everyone who matches the shift's location and role. Icons next to the name indicate the following:
Orange calendar icon: the employee has time off on a selected day
Orange circle icon: the employee is marked as unavailable on a selected day
Under All other employees you'll find all other active shift employees whose role or location does not fully match.
Create an open shift
In the employee field, select Open shift (no employee assigned) if you don't want to assign anyone yet or want employees to apply themselves. Two additional fields then appear:
Add slots per day: How many employees can take this open shift at the same time (max. 50)
Open shift assignment: Requires approval (you must manually confirm the application) or Auto-assign to first applicant
To assign an open shift to an employee later, or to convert a planned shift to an open shift, open the shift card, click the pencil icon, and adjust the employee field accordingly.
Create recurring shifts
If you have selected multiple weekdays, the Advanced settings toggle appears. Enable it to repeat the same shift over multiple weeks:
Frequency: Weekly or every 2–24 weeks
Ends on: End date of the recurrence
Kenjo then creates all shifts at once (max. 10,000). During creation, Kenjo shows the loading screen Preparing bulk shift creation — keep the window open until the process is complete.
Note: If conflicts are detected in a shift, the dialog shows them directly as highlighted fields. You can still save the shift and resolve the conflict later. For more information, see the article Manage shift conflicts.
Edit, reassign, and delete a shift
Click a shift card to open the dialog. Use the pencil icon to edit all fields (date, time, location, role, employee, notes). After saving you'll see a confirmation.
Move shifts via drag & drop
Unpublished shifts can be moved between employees via drag & drop. Simply drag the shift card to another employee's row — the hours are adjusted automatically. This works in both the employee view and the role view. To apply templates, also drag & drop them to one or several employee's shift plan rows, as you see in the gif below.
Note: Drag & drop only works for unpublished shifts. Published shifts must be manually reassigned using the pencil icon.
Delete a shift
Click the trash icon. When deleting:
Unpublished shift: Kenjo asks once for confirmation, then the shift is permanently deleted.
Published shift: Kenjo asks whether the assigned employee should be notified via push notification.
When editing a published shift, the following note appears: "This is a published shift. Your employees can be notified of changes." Enable the Notify your employees after editing toggle if employees should be informed of the change.
Publish shifts
Unpublished shifts are only visible to admins and managers, indicated by the diagonal stripes on the card. Employees can only see them after publishing. As long as there are unpublished shifts, Kenjo shows a reminder banner with the count.
Click Publish in the top right.
A confirmation dialog appears with a summary of the planned assignments: number of employees, total hours, and number of shifts. Here you can also enable or disable the notification toggle. When active, affected employees receive a push notification.
Click Publish again.
The shift cards now appear in solid color and are visible to employees in the app.
Note:
Publishing happens week by week: one click on Publish publishes all unpublished shifts for the current week.
If multiple schedule managers are working at the same time, clicking Publish releases all existing unpublished shifts, regardless of who created them.
After publishing, you can add new unpublished shifts at any time. These are still indicated by stripes until you publish them again.
Frequently asked questions
Can I assign a shift to multiple employees at once?
Yes, you can assign a shift to up to 15 employees at once. Simply select multiple names in the employee field.
What happens when I delete a published shift?
When you delete a published shift, Kenjo asks whether the employee should be notified via push notification. After confirmation, the shift is permanently deleted and is no longer visible in the app.
Why don't I see certain employees in the dropdown?
The employee dropdown only shows active shift employees. If an employee is missing, check whether they are activated under Shiftplan > Settings > Shift employees.
Can employees apply for open shifts?
Yes, employees can apply for open shifts provided the feature is activated under Shiftplan > Settings > Open shifts. Depending on the setting, the first application is assigned automatically or must be approved by the manager.
Are employees automatically notified when I publish the schedule?
Employees are notified only if push notifications are activated under Shiftplan > Settings > Notifications. You can also enable or disable the toggle directly in the publish dialog.
Can I also move published shifts via drag & drop?
No, drag & drop only works for unpublished shifts. Published shifts must be manually reassigned using the pencil icon.