View requests
Go to Time Off > Requests
Here you can see all requests you are responsible for.
What you see depends on your role:
Profile | Visible requests |
Admin, HR Admin | All employees in the company |
Manager | Only employees where you are listed under Reports to |
Filter and search
Use the filters in the horizontal menu to narrow down the list: Company, Office, Area, Department, Teams, Leave type and Approval status.
The Reports to me filter shows only direct reports.
Applied filters are saved and reused on the next visit. To remove all filters, click the X next to each filter.
To search for a specific employee, use the search field in the top right next to the magnifying glass icon.
Approve or decline a request
Individually:
Click on a request in the list under Time Off > Requests.
A detail panel opens on the right.
Click the green checkmark to approve or the red X to decline.
Multiple at once:
Select multiple requests from the list and click Actions > Approve all or Actions > Decline all.
⚠️ Note: The bulk action cannot be undone. For bulk approval, the current deduction is automatically recalculated and applied to all requests.
Check request details
The detail panel on the right shows all relevant information about the request:
The employee's current leave balance
Start, end, and number of working days
The employee's description, if provided
Which colleagues are also absent during the same period
For two-step approval: the current approval status under Awaiting approval from
Who approves which requests?
This is the most common source of confusion. Kenjo determines the responsible approver based on two fields in the employee profile under Employees > Personal > Business information.
Reports to
This is the employee's direct manager. This field determines who approves time off requests by default.
Time off approver
This optional field allows you to designate a different person as the approver for time off. If this field is set, it completely overrides the Reports to field.
This field is not visible by default.
To enable it, go to Time Off > Settings > Approvals and turn on the Add time off approver role toggle.
The field now appears in the employee profile and can also be set via bulk action in the People directory.
⚠️ Note: Team or department membership has no effect on who approves requests. If requests are landing with the wrong person, always check these two fields in the employee profile first.
Example: Albert reports to Sophie. However, if Alma is listed in the Time off approver field, Alma receives the request, not Sophie.
Understanding two-step approval
With two-step approval, two people must approve a request before it is considered accepted.
Level 1
The employee's direct manager or Time off approver approves first.
Level 2
A specific person or all members of a group, for example everyone in a department or the entire company. Level 2 only sees the request after Level 1 has approved it.
Why does someone receive emails for requests that don't concern them?
This happens when the second level is configured as a group. All members of the group receive a notification for every request, not just those they need to approve themselves. This is not a bug, but the expected behaviour.
Solution: Always configure the second level of approval with a specific person rather than an entire group, or choose the smallest possible group. Find the setting under Time Off > Settings > Two-step approval. For example, if Albert is selected as approver and you also add the entire Team Mars, everyone in that team will receive all time off requests.
Set up delegated approval
When an approver is going on leave or will be absent, they should designate a substitute in advance. Otherwise, all incoming requests remain pending until they return. Three conditions must be met for the delegated approver to receive requests. If any condition is not met, the delegation does not take effect and requests continue going to the original approver:
Condition 1: Allow delegated approval
Under Time Off > Settings > Approvals, turn on the Allow delegated approval toggle
Condition 2: Set up a substitute
As the soon-to-be-absent approver, go to Employees > [Your own profile] > Personal
Under Delegated time off approver, select the substitute
The substitute takes over all incoming requests during the absence period. For two-step approval, this rule applies to both levels.
If no substitute is set up, an admin can step in at any time and process pending requests directly.
Condition 3: Approver must be absent in Kenjo
The original approver must have an approved or submitted absence in Kenjo that covers today.
As the soon-to-be-absent approver, go to Time Off and create a time off request
Change the date, duration, or leave type of a request retroactively
As an admin, you can change the date, duration, or leave type of an existing request after the fact, for example if an employee becomes ill during their holiday, the duration of parental leave changes, or a date needs to be corrected.
Go to Employees and open the employee's profile
Click the Time Off tab
Scroll to Time Off History
Click the pencil icon next to the entry
Make the changes and confirm
⚠️ If the changed request has an eAU attached, a new eAU request is automatically generated with the health insurer.
Frequently asked questions
Why can't I see requests from a specific employee?
You can only see requests from employees for whom you have approval rights. As a manager, these are employees with Reports to = your name. Check this field in the employee's profile if you expect to see their requests.
A request is going to the wrong person, what should I do?
Open the employee's profile under Employees > Business information and check both fields: Reports to and Time off approver. The Time off approver field takes precedence. If it is incorrectly set, enter the correct person there.
An approver is receiving emails for all requests even though they are only responsible for some of them.
This happens with two-step approval when the second level is configured as a group. Everyone in the group is notified. Solution: restrict the second level to a specific person under Time Off > Settings > Two-step approval.
⚠️ Important: This behaviour cannot be controlled via an email template or a workflow. The emails come from the two-step approval itself, not from a workflow. The only solution is to configure the second level under Time Off > Settings > Two-step approval to a specific person instead of a group. If a substitute is needed, use delegated approval instead.
An approver is no longer receiving emails for new time off requests. What is the reason?
Time off requests in Kenjo are sent to the designated approver, not automatically to the manager. If the Time off approver field in the employee profile is set, it completely overrides the Reports to field. The manager then receives neither an email nor an in-app notification.
How to investigate:
Go to Employees > [Employee profile] > Personal > Business information.
Check the Time off approver field. If a person is listed there, all requests go to that person, not the manager.
Check under Time Off > Settings > Approvals whether the Add time off approver role toggle is active. If so, the field is visible for all employees and may be set.
Note: The email notification for time off requests does not come from a workflow. If you have no active workflow for time off, that is not an issue. The notification runs natively via Kenjo.
What happens to requests when the approver is absent?
Without a designated substitute, requests remain pending until the approver returns. An admin can manually process the requests in the meantime.
Can I approve multiple requests at once?
Yes. Select multiple requests and click Actions > Approve all. The action cannot be undone.
Delegated approval is set up but the displayed approver has not changed?
Delegation is additive, not a reassignment. The displayed approver always remains the original. The substitute temporarily receives additional access in the background and sees the requests in their own approval list. As soon as the original approver returns, this access is automatically removed.
The substitute cannot see the requests at all. What is the reason?
Check whether all three conditions are met: 1. the Allow delegated approval feature is active under Time Off > Settings > Approvals, 2. a substitute is listed in the approver's profile, 3. the approver has an approved or submitted absence that covers today. If any of these conditions is missing, the delegation does not take effect.