Enable time tracking
Enable time tracking for the company
Go to Settings > Features > Attendance.
Move the toggle to the right to enable the Attendance module for your company.
Enable time tracking for an employee
Open the Employee profile under Employees > select employee > Personal.
Enable the option Enable time tracking.
Once time tracking is enabled, you and the employee will see the additional Attendance tab in the profile.
Enable time tracking via bulk action
Go to Attendance > Settings > Enable time tracking.
Select one or more employees using the checkbox. You can filter by Policy, Status, Office, and Department.
Click Actions and select Enable time tracking or Disable time tracking.
Note: If an employee does not have time tracking enabled, they cannot record their attendance, regardless of the assigned policy.
Tracking methods overview
The tracking method defines how employees check in and out: it is the core of every attendance policy. You choose the method(s) when creating the policy and can change them at any time in edit mode. There are three methods:
Time sheet management
Employees enter and edit their working hours manually: they record start, end, and breaks themselves instead of clocking in real time. Suitable for employees who log their hours retrospectively. Works on desktop and in the app, and supports location tracking in the app.
Punch clock
Employees check in and out in real time with a click: one click starts the working time, another ends it. Suitable for employees who actively clock in and out at the start and end of work. Works on desktop and in the app, and supports location tracking in the app.
Attendance Kiosk
Multiple employees check in and out on a shared device, e.g. a tablet at the entrance. Suitable for locations where employees do not use personal devices. You must enable at least one of the following check-in methods:
PIN code: The employee checks in at the kiosk using a personal, secure PIN code. No smartphone required.
QR code: The employee scans a QR code displayed on the kiosk. A smartphone is required.
Methods at a glance
Method | Device | Smartphone | Location tracking |
Time sheet management | Desktop & App | no | yes (in the app) |
Punch clock | Desktop & App | no | yes (in the app) |
Attendance Kiosk, PIN code | shared kiosk | no | no |
Attendance Kiosk, QR code | shared kiosk | yes | no |
Location tracking only works with Time sheet management or Punch clock. If you use time tracking via API or Data import, do not select any of these methods.
Important: If you enable a kiosk method (PIN code or QR code) alongside Punch clock, employees will automatically be redirected to the kiosk method when they try to check in. If you want to allow check-in and check-out via a simple swipe on the punch clock, you must disable the kiosk method.
Create an attendance policy
An attendance policy is the set of rules defining how a group of employees records their time: which tracking methods are allowed and which break and shift rules apply. Every company has exactly one default policy. All employees not assigned to another policy are automatically assigned to it. You cannot rename or delete the default policy, or deselect it as the default, but its settings (tracking methods, break and shift rules, etc.) can be edited just like any other policy. If you remove employees from another policy, they automatically fall back to the default policy.
When creating a policy, a wizard guides you through the basic details: name, tracking methods, and location. All other settings are configured after creation.
Create a new policy
Go to Attendance > Settings > Policies and click (+) Add policy.
Policy Details: Enter a unique Policy name (required) and optionally a Description. Click Next.
Time tracking methods: Enable the checkboxes for the methods employees in this policy should use: Time sheet management, Punch clock, or Attendance Kiosk (via PIN code or QR code). For tracking via API or Data import, do not select any method. Click Next.
Location tracking (optional): Enable Allow location tracking to check whether check-ins occur within a defined radius. This is only possible if you have enabled Time sheet management or Punch clock.
Click Create policy.
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After creating
Directly after creating, you can choose whether to Assign employees or continue editing the settings. Employees can also be assigned later.
Configure the advanced settings by opening the policy. They are divided into two tabs: General (Policy Details, Time tracking methods, Location tracking, Permissions) and Rules (Rest rules, Shift rules). The following sections describe each area in detail.
Assign employees to a policy
Your newly created policy is already partially ready to use. First assign your employees, then configure the details (shift and rest rules).
You can assign employees directly after creating a policy or at any time later. An employee is always assigned to exactly one policy. If you assign an employee who already belongs to another policy, they are removed from the old one.
To open the employee management of a policy:
Go to Attendance > Settings > Policies.
Click the three-dot menu on the desired entry and select Manage employees (or click the link under Employees).
In employee management, you can see for each employee the status of their Time tracking (Active, Not activated, or Deactivated). Assigning an employee to a policy does not automatically enable time tracking. If it is not enabled, the employee cannot record time despite being assigned to the policy.
Assign employees
Click (+) Assign employees.
Filter by Company, Office, or Department, or search by name in the search field. Click the blue (+) next to the desired employee to select them; use the trash icon to remove a selection.
Click Assign employees.
If selected employees are already assigned to another policy, confirm with Yes, reassign. The new policy settings apply from today; the rules of the old policy continue to apply for earlier entries.
Manage assignments later
If employees are already assigned to a policy, you can reassign or remove them at any time via Attendance > Policies > three-dot menu > Manage employees (3).
In the screenshot, you can see this under Action 3.
Reassign moves already assigned employees to a different policy:
Select employees using the checkbox, or all of them via the checkbox in the Full name column header.
Click Actions > Reassign, select the Target policy from the dropdown, and confirm with Reassign.
Remove takes employees out of the policy:
Select employees using the checkbox.
Click Actions > Remove and confirm with Remove.
Removed employees are automatically assigned to the default policy. This can affect the calculation of open payroll periods for some employees.
Open the policy edit mode
Your policy already works with the basic details. Use edit mode to configure the details: refine the methods and set break and shift rules. You can adjust these settings at any time.
To edit an existing policy:
Go to Attendance > Settings > Policies.
Find the policy you want to edit and click the three-dot icon at the end of the row.
Select Edit.
In the screenshot, you can see this under Action 2.
Delete a policy
Go to Attendance > Settings > Policies > three-dot menu > Delete to remove a policy. The default policy cannot be deleted. If employees are still assigned to the policy, you must first reassign or remove them.
When you select Action 2 Edit, you are taken to the policy edit mode with the General and Rules tabs. The following sections describe the individual settings in these two tabs.
Set up location tracking and permissions (General tab)
Location tracking
Enable Allow location tracking to check whether check-ins and check-outs occur within a defined radius. Location tracking only works with the Time sheet management or Punch clock methods, and only if employees have GPS enabled. You set up locations under Attendance > Settings > Activation & locations.
Permissions
Time entries edit restriction: If you select Attendance entries cannot be edited, the assigned employees cannot manually edit their own attendance. Otherwise, the permissions from the profile apply.
Allow entries in the future: If enabled, employees using the Time sheet management method and managers can create and edit future time entries. Entries from API or Data import are not validated against the time zone.
Set up time tracking in compliance with the law
Before getting to the rules themselves, make sure your time tracking is legally compliant. It should reflect actual working reality: start and end of daily working time, and breaks, are actively clocked, not entered retroactively.
Kenjo points this out directly. In every policy, you will find the Compliance Disclaimer in the Rules tab.
How Kenjo supports you:
Active clocking: Choose time tracking methods where employees actively record start, end, and breaks, such as the Punch clock or the Kiosk.
Rules in the Rules tab: Under Shift rules and Rest rules, define how many hours per day are allowed and which rest periods must be observed.
Conflicts: Violations of these rules are flagged as conflicts so you can track them.
Important: Kenjo flags violations as conflicts but does not automatically prevent them, and admins can override rules. The specific requirements that apply to you, such as maximum working hours, minimum breaks, and rest periods, depend on legislation, collective agreements, and works agreements. Please review your own obligations.
Set up shift rules (Rules tab)
Under Shift rules, you define rules for your employees' time entries. Admins can override all rules. For most rules, you choose how the system responds: for example, show a conflict in the attendance time sheet, block creation, or automatically adjust the entry.
Rule | Available behavior |
Maximum hours per day | Show conflict or automatically adjust the check-out time to the limit. Only admins can add hours beyond the limit. |
Check-in limitations | Block check-in before the scheduled working time (or only from X minutes before). Applies only to fixed work schedules or assigned shifts. |
Auto create time entry | Adds a fixed time entry to working time (not editable, without breaks, optionally with a category). |
Check out control | If the end time is missing: show conflict or automatically check out the employee after a certain working time. |
Overlapping shifts | Enabled: show conflict. Disabled: block time entry creation on check-in. |
Overlapping shifts with Time off | Show conflict or prevent overlapping time entries. |
Overlapping with public holiday | Show conflict when a time entry falls on a public holiday (on/off). |
Overlapping with non-working day | Show conflict when a time entry falls on a non-working day (on/off). |
Missing full entry on a working day | Show conflict when no time has been recorded on a working day (shown the following day). |
Important: Check-in limitations and Auto create time entry are mutually exclusive. You cannot enable one while the other is active.
Rules are not retroactive: a new value applies from today, and conflicts for earlier entries continue to be shown based on the previous value.
Note: The conflict-based rules (overlaps, missing or incomplete entries) and Check-in limitations are Premium features and are not included in all Kenjo plans. If these options are not visible or are greyed out, they are not part of your plan. In that case, you can request an upgrade via Settings > Billing .
Understanding conflicts in attendance
Conflicts help you identify time entries that do not comply with the rules of the assigned policy. For example, if you have configured a maximum of 10 hours per day in the attendance settings and an employee clocks 11 hours, this and all further conflicts are shown to you in the employee's Attendance summary .
Here you can see an overview of the attendance rules in a policy for which you can configure a conflict display:
Set up break and rest rules (Rules tab)
Under Rest rules, you ensure that statutory rest periods are observed.
Rule | Behavior / Effect |
Minimum daily rest | Under Break requirements, define how much break a given working time requires (e.g. 6 h 1 min of work requires 30 min of break). If not met: Show a conflict in the attendance time sheet or Show a reminder to the employee. |
Rest between two shifts | Shows a conflict when the required rest time between two shifts is not observed. |
Paid breaks | Enabled: break times count as working time (optionally with a maximum per shift). Disabled: breaks do not count as working time. Not retroactive. |
Deduct breaks automatically
With Deduct breaks automatically as an option under the Minimum daily rest rule, a break is automatically added when working time exceeds the defined threshold. This feature is in BETA version and considers single time entries only.
If an employee records the day across multiple time entries, no automatic break is deducted. Example: a single entry from 8:00 to 16:00 (8 h) receives an automatic break; two entries from 8:00 to 12:00 and 12:00 to 16:00 do not, since no single entry exceeds 6 hours.
This video shows how time tracking with active location tracking and minimum daily rest rules (with both options Remind employee and Add break automatically) looks for employees in the Kenjo app:
Note: Automatic break deduction is a Premium feature and is not included in all Kenjo plans. If the feature is not visible or is greyed out, it is not part of your plan. Contact your Kenjo team to unlock it.
Frequently asked questions
Why can't a new employee record their time?
If a new employee cannot record their time, time tracking is not enabled for them or their policy has no tracking method assigned. Enable time tracking under Employee profile > Personal > Enable time tracking and check the Time tracking methods in the policy.
Why isn't automatic break deduction working?
The Deduct breaks automatically feature is in BETA and considers single time entries only. If the day was recorded across multiple entries, no break is automatically deducted.
I changed a rule — why are old entries still showing as conflicts?
Rest rules, shift rules, and the maximum daily hours rule are not retroactive. The new value applies from today; for earlier entries, Kenjo continues to show conflicts based on the previous value.
Why can't I enable "Check-in limitations"?
This feature cannot be enabled while Auto create time entry is active: the two are mutually exclusive. Disable the auto time entry creation first.
How do I assign a policy to many employees at once?
To assign a policy to many employees at once, open the policy, go to Manage employees > Assign employees, filter by office, department, or team, and select employees using the checkbox.