Personal
In the Personal tab, you can add the basic information of your employee. Take into consideration the following:
The first name and last name are required so Kenjo can identify this employee in the future.
The date of birth is important so Kenjo can register his/her birthday.
Enter all the details
Click NEXT
Work
Work info
Here you can add the basic information about their Work. Take into consideration that this information (except for language) cannot be modified by the employee, only by the admin of the account or by the person who's been granted that permission.
First, fill in the data. The following fields are mandatory:
Company | If you have more than one company within your organization, choose the one to which this employee will belong. This information is useful for payroll, reports, and the org chart. This is also relevant if you want your employees to only see the information of their colleagues in this company. |
Language | This will determine the language in which the employee will see Kenjo. However, he or she can change it later |
Work email | Enter the employee's business email address here |
Profile | Remember that the permissions your employees will have to depend on the profile you have assigned to them. In case of doubt, assign the profile "Employee". You can change it later. Learn how-to here. |
Employee start date | Enter the contractually agreed start date of your employee.
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Contacted work days | Here you enter the weekdays this employee is going to work for your organization as it is defined in their working contract |
Contracted weekly hours | Here you enter the number of hours this employee is going to work for your organization as it is defined in their working contract
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More work information (optional) |
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Best Practice:
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Work schedule
When you create a work schedule, you define your employees' expected work days and work hours and whether they work on a fixed schedule with exact daily hours to work or on a flexible work schedule with a number of hours they are expected to work per day. Work schedules form the basis for correct attendance tracking. Within a company, there is sometimes a standard work schedule that applies to the majority of employees. In Kenjo you can set this work schedule as your default work schedule. E.g. 40 fixed hours worked from Monday to Friday. You have the option of creating several work schedules to reflect the contractually agreed working hours of your employees.
Note:
Defining work days and hours for your new employee is mandatory, assigning them to a work schedule is optional.
When setting up a new employee profile you have two options concerning work schedules.
Option 1: You don't assign your new employee to a work schedule. The new employee's expected hours will be calculated from the mandatory fields contracted work days and contracted weekly hours. To choose this option:
Simply click NEXT.
Note:
The checkbox Assign a work schedule is irrelevant for you at the moment, because you don't want to assign a work schedule to this employee.
Option 2: You assign your employee to a work schedule that matches their contracted weekly hours and work days. To choose this option:
Check the box Assign a work schedule
Choose a matching work schedule from the select a work schedule's drop-down menu
Set an effective date
Note:
The effective date will mark the date from when on the employee will be tied to this work schedule. For a new employee it can be their start date or a custom date set by you.
Time off
The next step will be to assign the time off policies to your employee. This part of the process is optional and you can click on SKIP STEP or NEXT if you wish to wait and assign them later. Take into consideration that the time-off types that will appear here are the ones you have configured before in Settings > Time off > Settings.
Click NEXT or SKIP STEP.
Attendance
The next step will be to assign the attendance policy to your employee. Per default the employee will be assigned to the default policy. You can use the dropdown to select any other policy you created.
Click NEXT
Activation
Last but not least, you have the option to:
Send an invitation: If you activate this option, the employee will receive an email invite (called Welcome wizard) to join Kenjo. You can customize the Welcome Wizard. On the contrary, if you need to work on their profile before inviting them to Kenjo, leave this option unmarked
If you decide to not send the email invite to your employee, he or she will appear as Not activated in People. To activate this employee, you can either:
Go to People > Select the employee (or several employees) > ACTIONS > Activate employees
or go to the Employee's profile > Personal tab > ACTIVATE EMPLOYEE
Track attendance: if you activate this option, the employee can add time entries using the attendance tab or punch clock (depending on the configuration for attendance tracking in your company). His or her attendance will be included in the attendance summary calculations.
FAQ
Why can't I assign my employee more than a certain number of weekly hours?
The maximum is based on the value you've set for the Full time employee under Settings > Companies. Increase this value if an employee needs more weekly hours than currently allowed.
Can I add an employee again with a new employee number if they were already created before?
Yes. Each employee profile is created separately in Kenjo, so the existing profile stays unchanged.
What happens if I don't send an invitation right away when adding an employee?
The employee will show as "Not activated." You can activate them later via People > Actions > Activate employees.
Do I have to assign a work schedule to an employee?
No, that's optional. Without a work schedule, Kenjo calculates expected work hours directly from the contracted work days and weekly hours.