1. Monitor Your Team's Hourly Metrics
Select the time period from the top left menu: Monthly, Weekly, or Daily
When you select Monthly, decide whether you want to see the current hours for the month, excluding today’s hours to avoid artificial negative deficits during the current day (Month to date)
2. Understanding Hours Metrics
Hour Metric | Meaning | Calculation / Examples |
Required Hours | Contractually agreed working hours logged |
|
Tracked | Actually worked hours |
|
Actually Scheduled | The total hours an employee is scheduled to work according to their work plan or shift schedule during the selected time period (day, week, or month). | = Scheduled hours - Public holidays - Paid or unpaid time off counted as working time |
Deviation
| The difference between actually scheduled and tracked hours | Negative deviation (-30h) = Employee works fewer hours than their scheduled shifts or hours. |
Variance | Difference between required and tracked hours | Negative variance (-43h) = Your employee works fewer hours than their contractually agreed hours. (+15h) = Your employee works more than their contractually agreed hours. |
3. Customize the View to Your Need
You may not need all of these hour metrics, or you may want to rearrange them by priority.
Click the table icon in the top right of the table to show only the hour metrics you need.
Hide metrics: Slide the toggle to the left to hide a metric from your view.
Reorder metrics: Drag and drop a metric up or down to place it at the beginning or end of your overview table.
4. Discover the New Hour Metrics Features
Variance Column: Spot the Difference Between Required and Tracked Hours
Check your Variance column. It instantly shows you who is falling behind on their contractually agreed hours.
Example: Albert Bishop has a variance of -76 hours in May so far. This means: He worked 76 hours less than his contract requires.
Your action items:
Notify the manager.
Arrange more working hours for the remaining weeks.
Goal: Align Albert with his contractual hours.
Tip: You should take action on variances of -10 to 15 hours or more.
Deviation Column: Spot the Difference Between Actually scheduled and Tracked Hours
Compare what you planned with what your team actually worked. Large differences indicate that your shift schedule or the employee's work plan is not realistic.
Example: Carolyn has:
| 99 hours logged |
| - 120 hours actually scheduled |
| = -21 hours deviation |
This means: The work or shift plan is too ambitious. Carolyn is working significantly less than you planned.
Your action items:
Review Carolyn's upcoming shifts
Plan more realistic hours
Avoid staffing gaps and protect your productivity
Tip: You can always check: Is the deviation larger than 20% of scheduled hours? Then the plan is unrealistic.
5. Overview of the Monthly Forecast
Click Monthly Forecast in the top right
In the background, the system automatically calculates:
All tracked hours to date
All actual scheduled hours on the calendar through the last day of the current month
Example: For Albert, instead of the current variance of -76 hours, a variance of -100 hours is predicted. For Carolyn, a deviation of only -9 hours. The total shows you where your team will land at month end – based on current data and planning.
This is your early warning system:
Too high costs? Identify it weeks in advance and take action accordingly
Not enough staff? Spot the shortfall early and plan ahead
Planned payroll too expensive? Adjust shifts while there's time
6. Frequently Asked Questions
Why does the monthly forecast show different numbers than the current variance?
The Monthly Forecast also considers future shifts and hours that haven't been worked yet. The Variance from so far this month only compares what has already been tracked up to today.
Can I save my view?
Yes. When you customize your columns, Kenjo automatically saves your settings.
Who can access the Attendance Summary Overview?
It depends on your permission settings. Typically: Administrators, Managers, and the HR team.