Before you can schedule employee shifts, you need to activate the locations where Shiftplan will be used. Shiftplan pulls locations from the general company settings. You can't create locations directly there — you can only select which ones should be active.

If a location you need doesn't appear in the list, it must first be created under Settings > My company > Offices.

Work areas (e.g. Kitchen, Checkout, Warehouse) group employees within a location. Roles (e.g. Shift leader, Cashier) describe the qualification with which an employee should be scheduled. Both are optional, but help with capacity planning and overview in Shiftplan.

A work area can be assigned to multiple locations. In Shiftplan you can later filter and group by work area.

To edit or delete a work area, click the pencil or bin icon.

To edit or delete a role, click the pencil or bin icon. A role cannot be deleted while employees are connected to it.

Tags are free-form labels you can assign to employees for scheduling purposes (e.g. Certified, Class B licence, Fluent in English). Like roles, they can be used as filter criteria when creating shifts.

Every employee who should appear in Shiftplan must be activated individually. You'll go through a short setup wizard that sets the location, work area, roles, and tags for that employee.

What each person can see and do in Shiftplan is controlled by their permission profile. If you want an employee to actively manage Shiftplan, you have two options:

You'll find the Shiftplan permissions under Settings > Profiles & Permissions. Scroll down to the Shiftplan section.

Shift scheduling management

To restrict a profile's visibility to specific teams, departments, or locations, create a custom profile and under Edit employee profile select the option Selected employees based on criteria.

Some actions are not configurable via Profiles & Permissions — they are fixed at system level:

An employee with the default manager profile only sees employees in Shiftplan whose Reports to field lists that manager — i.e. employees where the manager is recorded as the direct supervisor/Employee is a direct report.

If a manager needs to schedule shifts for employees who don't report directly to them, either:

Under Shiftplan > Settings you'll find further configuration options after the initial setup. Set up the following tabs as needed:

Once the basics are running, we recommend setting up Breaks and Conflicts & Automations next — this lets Kenjo automatically detect scheduling errors like overlapping shifts or rest time violations. Shift swaps, availability, and capacity planning are optional and can be added at any time.

When you enable this feature, employees can submit their preferred working days via the app. You can see this information directly in the shift creation dialog next to the employee's name when scheduling.

Then choose what you prefer to see when scheduling:

Both options display an orange symbol next to the employee's name in the shift dialog when the relevant day is affected.

Set up a reminder (optional): Enable the checkbox Send a reminder to fill in availability every and define how often the reminder is sent (e.g. every 2 weeks). Employees then receive an automatic push notification to keep their availability up to date.

Note: The availability feature is a premium feature and not available in all plans. Employees enter their availability in the Kenjo app under Shiftplan > Availability.

Go to Shiftplan > Settings > Swap shifts. The feature consists of two toggles that must be activated in order.

Step 1: Enable access to company shifts

Activate the toggle Allow employees to access Company shifts on mobile. When enabled, employees see a new Company tab in the app showing their colleagues' shifts, as well as a swap shifts icon in the overview. This is a prerequisite for Step 2.

Under Visibility settings, define which colleagues' shifts are visible:

Step 2: Enable shift swapping

Activate the toggle Allow employees to swap shifts on mobile. Employees can then send, accept or decline swap requests. If Step 1 is disabled, this toggle is automatically switched off as well.

How employees use swap requests in the app is described in the article Swap shifts.

Example: A shift from 08:00 to 16:00 with 30 minutes of break results in:

Important: Changing this setting immediately affects all existing and future shifts:

Inform your employees and shift planners before changing this setting.

The default manager profile only shows employees where the manager is listed in the Reports to field. Check the employee profile first under the Personal tab. If the assignment is correct, a custom permission profile with extended visibility may be the solution.

No. Activation must currently be done individually for each employee via the wizard under Shiftplan > Settings > Shift employees.

Work areas are physical or organisational units within a location (e.g. Kitchen, Reception). Roles describe a qualification or function of the employee (e.g. Shift leader). An employee can be assigned to a work area and have multiple roles at the same time.

No, both are optional. You can schedule employees without a work area or role. They are mainly relevant for capacity planning and structured filtering.

Check whether the employee has Active status under Shiftplan > Settings > Shift employees. If the status is Inactive or Incomplete, the activation must be completed or restarted.