Using templates
Templates store the details of a shift (location, role, time, working area, tags) and can be reused as often as you like. Click Templates at the top to open the templates panel.
Create a new template
In the templates panel, click (+).
Fill in the fields: Template name, Location, Role, Start time, End time (required). Working area, break, tags, and notes are optional.
Click Save. The template appears in the list, colour-coded by role.
Note: All templates in the company are visible and usable by all admins and managers, regardless of who created them.
Apply a template via drag & drop
Hover over the six dots (⋮⋮) to the left of a template.
Click, hold, and drag the template onto the desired cell of an employee or onto a day in the role view. A new unpublished shift is created immediately.
Use a template for multiple employees
Click the (+) symbol next to a template (Add shift from template).
The Add shift dialog opens with pre-filled template data.
Select multiple employees and click Save. Kenjo creates a separate shift for each employee.
Edit or delete a template
To edit, hover over a template and click the pencil icon.
In the dialog, you can change and save all details.
To delete, click the red trash can button in the same dialog and confirm with YES, DELETE.
Copy shifts
The Copy shifts function lets you transfer all shifts from one week to another without having to recreate them manually.
Click ACTIONS in the top right.
Select Copy shifts.
Choose the target week and confirm. The copied shifts are inserted as unpublished.
Note: You need the Copy shifts permission under Settings > Profiles & Permissions > Shiftplan.
Manage shifts in bulk
Select and delete multiple shifts
Click ACTIONS > Select shifts in the top right.
Click on the shift cards you want to delete, or use Select all.
Click Delete selected shifts.
You can delete up to 2,000 shifts at once. Use the filters to narrow the selection if you want to delete more than 2,000 shifts.
Delete all unpublished shifts
Click ACTIONS > Clear schedule to delete all unpublished shifts for the current week at once. This action cannot be undone.
Plan with AI
The AI understands commands in all languages Kenjo supports: German, English, French, Spanish, Dutch, and Italian. It can use templates, recognise patterns (every other day, weekdays only, every other week), plan for multiple employees at once, and handle exceptions — all in a single prompt.
Click the AI ASSISTANT field (star icon).
Enter a prompt in German or English.
Click Generate. Kenjo displays the suggested shifts in a preview.
Review the suggestions. Click Apply to accept all, or Discard all to start over.
What the AI considers:
Employees' logged Availabilities and Preferred days
Already scheduled shifts in the Target week
Public holidays per employee (location-dependent): the AI skips public holidays by default; add do not skip public holidays to your prompt to schedule on holidays too
Legal rest period and maximum working time rules
Templates; reference them directly in the prompt by name
Example prompts
Scenario | Example prompt |
Single person, template, time period | Create shifts for Anna between 13–18 April using the template Morning |
Pattern: every other day | Create shifts for Anna for the entire month of April every alternate day using the template Morning |
Only specific weekdays | Create shifts for Anna every Monday and Wednesday in April using template Morning |
Multiple people, different templates | Create shifts for Anna and Rishi for April. Use the template Morning for Rishi and Morning Special for Anna |
Exception in the pattern | Create shifts for Anna every Tuesday in April except the second Tuesday, using template Morning |
Include public holidays | Create shifts for Anna for April every Mon, Tue, Wed using template Morning. Do not skip public holidays |
In German | Plane Schichten für Anna für den gesamten April jeden zweiten Tag mit der Vorlage Frühschicht |
Create open shifts | Create open shifts using morning template between 1 to 15 April |
Open shifts with quantity | Create 5 open shifts every day between 1–8 April using the template morning |
Open shifts + weekdays | Create 2 open shifts every Monday and Wednesday in April using template morning |
Mixed: open + scheduled | Create 2 open shifts every Monday and Wednesday in April using template morning |
Note: The AI is typo-tolerant. "plz put anna on mornng tempalte 1 apr to 5 apr" works. You don't need to use exact syntax.
You can create up to 10,000 shifts with AI. While AI-generated shifts are active in preview mode, other actions are blocked until you click Apply or Discard all.
Upload shifts via import template
For large data volumes or migration from another system, you can import shifts using an Excel template. Kenjo uses the general data import feature for this.
Go to Settings > Data import > [Use the > arrow to scroll] > Shiftplan.
Click Import.
Download the import template from the data import area.
Open the downloaded file.
Enter the shift data (date, start and end time, location, role, employee) into the template.
Upload the completed file. Kenjo processes the shifts and adds them as unpublished entries to Shiftplan.
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Export Shiftplan as PDF
You can export Shiftplan as a PDF for posting or archiving.
Click ACTIONS > Generate PDF in the top right.
In the dialog, select options and details such as View, Location, Date range
Click Generate PDF. The PDF is downloaded as a file.
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Frequently asked questions
Can all managers see and use templates?
Yes, all templates are visible company-wide. However, only users with the relevant permission under Settings > Profiles & Permissions > Shiftplan > Templates can edit or delete a template.
What happens if the AI finds no matching employees?
Shifts for which no matching employee was found are created as Open shifts. You can then assign them manually.
Can I edit AI-generated shifts before applying them?
No. Edits are blocked in preview mode. Click Apply first, then adjust the shifts manually.
How many shifts can I copy at once?
The Copy shifts function copies all shifts for the selected week. There is no explicit limit, but the process may take longer with a very high number of shifts.