Understand the key terms
Term | What it means | Where to find it |
Contracted weekly hours | The hours defined in the employee's contract (e.g. 40h/week). Never changes automatically. | Employee profile > Work |
Required time | The hours the employee must actually work — contracted hours minus time off and public holidays. | Attendance > Attendance Summary |
Scheduled time | If Shiftplan is active: the hours published in Shiftplan. If not: the hours from the work schedule or employee profile. | Shiftplan or Employee profile |
Tracked time | The hours the employee actually clocked in, plus paid time off and paid public holidays. | Attendance > Attendance Summary |
How Scheduled Time is Defined
Kenjo automatically determines each employee's scheduled hours using this priority order:
Shiftplan (highest priority): If the employee has shifts assigned in Shiftplan, the system uses exclusively those shifts.
Note: If Shiftplan is activated for that employee, but no shifts are assigned for a given day, scheduled hours for that day will be 0.
Work Schedule: If the employee is not an active Shiftplan employee, the system uses the working pattern from their assigned work schedule. You can see the employee's work schedule in the Work section of the employee's personal profile.
Contracted hours (as stored in employee's personal profile): If no work schedule is assigned, the system uses the contracted hours and contracted working days from the Work section of the employee's personal profile. Weekly hours are divided across working days to calculate a daily average.
💡 Tip: Only activate Shiftplan for employees who actively use it to ensure their scheduled hours are always calculated correctly.
🔍 Quick Check: If the source for an employee's scheduled hours is the Shiftplan, a badge is visible directly in the header under the employee's My Attendance. Admins can view this under Employees > Select employee > Attendance.
The Three Paths
| Path A | Path B | Path C |
What setup does the employee have? | active Shiftplan | regular or irregular Work Schedule assigned | Contractual hours only (no shift employee, no Work Schedule assigned) |
Source for scheduled time | Published shifts in Shiftplan | Work Schedule pattern | Contractual hours ÷ contracted working days |
Source for required time | Contractual hours - time off - public holidays | Contractual hours - time off - public holidays | Contractual hours - time off - public holidays |
Path A – Shiftplan employees
Scheduled time comes exclusively from published shifts. Contractual hours are used only for Required time.
Situation | Scheduled | Required |
Day with published shift(s) | Sum of shift hours (minus break deduction if enabled) | Contractual hours - time off - public holidays |
Day with no published shift | 0h | Contractual hours - time off - public holidays |
Public holiday | Shift hours if published, otherwise 0h | 0h |
Time off (paid/unpaid) | Shift hours if published, otherwise 0h | 0h |
Time off (hourly) | Shift hours if published, otherwise 0h | Contractual hours - time off - public holidays |
Time off type no reduction | Shift hours if published, otherwise 0h | Contractual hours (not deducted) |
Scheduled is fully shift-driven — time off and public holidays don't reduce it.
Required is calculated from contractual hours independently, so the two columns can show very different numbers on the same day.
If Shiftplan is active but no shifts are assigned, Scheduled = 0h for all days.
Required still reflects contractual hours even when no shifts are assigned.
Path B – Work Schedule Assigned
Path B1 – Regular Work Schedule
Fixed hours per day (e.g. Mon–Fri, 8h each).
Situation | Scheduled | Required |
Normal working day | Hours as defined in Work Schedule | Same as Scheduled |
Non-working day (per work schedule) | 0h | 0h |
Public holiday | Hours as defined in Work Schedule | 0h (!) |
Time off (paid/unpaid) | Hours as defined in Work Schedule | 0h (!) |
Time off (hourly) | Hours as defined in Work Schedule | Contractual weekly hours - the hours of the Time Off request |
Time off type no reduction | Hours as defined in Work Schedule | Scheduled hours (not deducted) |
Scheduled time is never affected by time off or public holidays. Only Required changes.
Path B2 – Irregular Work Schedule (no Shiftplan)
Selected working days, no fixed daily hours. Required hours are distributed across the minimum working days per week.
Situation | Scheduled | Required |
Selected working day | Calculated daily hours (weekly hours ÷ min. working days) | Same as Scheduled |
Non-selected day | 0h | 0h |
Public holiday | Calculated daily hours | 0h |
Time off (paid/unpaid) | Calculated daily hours | 0h |
Time off (hourly) | Calculated daily hours | Calculated daily hours - the hours of the Time Off request |
Time off type no reduction | Calculated daily hours | Calculated daily hours (not deducted) |
Scheduled hours still show calculated hours on time off and public holiday days. Only Required is reduced.
Examples for irregular work schedules
Example 1. If daily hours ≤ legal daily limit → distribute evenly
Setting | Value |
Weekly required hours | 32h |
Minimum working days | 4 |
Legal daily limit | 8h |
Calculation: 32 ÷ 4 = 8h
Result: 8h assigned to the first 4 working days
Important: You will not see this distribution of required hours in your employees' monthly view under the Employee profile > Attendance for individual days as you can see for schedules. hours. You can see it in the Date range view.
Example 2. If daily hours > legal daily limit → cap at legal limit and spread across more days
Setting | Value |
Weekly required hours | 32h |
Minimum working days | 3 |
Legal daily limit | 8h |
Calculation: 32 ÷ 3 = 10,67 h
Result: Exceeds the daily limit by far, you need to distribute the remaining hours across an additional working day.
Path C – Contracted Hours Only
No shiftplan employee and no work Schedule assigned.
Scheduled time = contractual weekly hours ÷ contracted working days (e.g. 32h ÷ 4 days = 8h/day).
Situation | Scheduled | Required |
Normal working day | Contractual daily average (e.g. 8h/working day) | Same as Scheduled |
Non-working day (e.g. Sunday) | 0h | 0h |
Public holiday | Contractual daily average (e.g. 8h/working day) | 0h |
Time off (paid/unpaid) | Contractual daily average (e.g. 8h/working day) | 0h |
Time off (hourly) | Contractual daily average (e.g. 8h/working day) | Contractual daily average - the hours of the Time Off request |
Time off type no reduction | Contractual daily average (e.g. 8h/working day) | Contracted daily average (not deducted) |
Scheduled is never affected by time off or public holidays. Only Required changes.
Understand when Scheduled shows 0h
Path | Scheduled shows 0h when... |
A – Shiftplan | No published shift (regardless of time off or holidays) |
B1 – Regular Work Schedule | Non-working day per schedule only |
B2 – Irregular Work Schedule | Non-selected day, day beyond weekly minimum working days |
C – Contracted hours | Non-working day only |
Note: Time off and public holidays never cause scheduled to show 0h — except in for Path A active shiftplan employees, when no shift was published.
Understand what reduces required time
Applies to all paths:
Public holiday / Time off (full day) → 0h of required time
Public holiday / Time off (half day) → half of the scheduled hours as required time
Hourly time off → Scheduled hours − hours of time off request (min. 0h)
Time off "no reduction" type → no change
Track overtime
If overtime tracking is enabled, you'll see an additional overtime summary on the right side of the Attendance Summary. All other values remain the same.
Frequently asked questions
Why does scheduled show 0h for my employee even though they should be working?
The most common cause: the employee is activated in Shiftplan but no shift has been published for that day. Check whether the shift is published in Shiftplan. If the employee should never be managed via Shiftplan, deactivate it in their profile.
Why are scheduled and required time different on the same day?
This is intentional. Scheduled reflects operational planning (what shift was planned). Required reflects the contractual obligation (what the employee must work per their contract). On a day where a 10h shift is published, scheduled = 10h but required = 8h (contractual daily average). The system separates these deliberately for payroll accuracy.
Why does my employee show scheduled hours on a public holiday?
For Paths B and C, scheduled time is never reduced by public holidays — only required time is. The scheduled hours shown on a public holiday are used in the background to correctly calculate the public holiday deduction for payroll. The employee is not expected to work.
Why can't I see the required hours distribution in the monthly view?
Required hours for irregular work schedules are distributed in the background as a calculation basis — they're not shown per day in the monthly view. Switch to the Date range view in Attendance > Attendance Summary to see the distribution.
What is the difference between contracted weekly hours and required time?
Contracted weekly hours are fixed in the employee's contract and never change automatically. Required time is what the employee actually needs to work in a given period — contracted hours minus any public holidays and time off taken.