As a DSP owner or HR manager, setting up your attendance and time off policies correctly is crucial for smooth time tracking, overtime calculation, and leave management. This article guides you through the key settings: attendance policies, time off policies, overtime, and Analytics.

Check out our video on attendance and time off policies – it covers everything you need to know for step 2 of your onboarding:

Tip: To enable English captions, click the settings icon in the video player, select Caption language, and choose English.

Attendance settings

Activate the time tracking overview

Navigate to Settings > Attendance > Overview and activate the Time tracking overview. As an admin, this gives you a quick overview of which employees have time tracking active – and lets you use your own clock-in directly via the left menu bar.

Daily view & correcting times

In the daily view, you can view and correct your employees' attendance times directly. Kenjo automatically detects conflicts – for example, when an entry exceeds the permitted working time.

Important for DSPs: Kenjo automatically sets a limit of 9 hours 59 minutes per day. Entries that exceed this limit are flagged as conflicts and must be reviewed and corrected manually.

You can also view the log of an attendance entry – this shows you exactly how the times were recorded and who made which change and when.

Create attendance policies

Under Settings > Attendance > Policies you define how time tracking works for your employees. Create a new policy and start by giving it a name and optionally a description (visible internally only).

Important: Without an assigned attendance policy, your employees cannot record any time. Assigning the policy is a mandatory step!

Choose a time tracking method

Kenjo offers four time tracking methods:

One-click time tracking: Employees clock in via desktop or app – always in real time, not retroactively or in the future. Location tracking (geolocation) can optionally be activated.
PIN or QR code: Ideal in combination with the free Kenjo Kiosk App (available on Google Play Store and Apple App Store). Employees clock in on-site at a tablet or terminal using a PIN or QR code.
Location tracking (Geolocation): Employees can only clock in when they are within a defined radius around a stored location. Locations are configured with a name, address, and a radius of 100, 500, or 1,000 meters.
Manual time tracking: Employees or admins enter times retrospectively.

Recommendation for DSPs: One-click time tracking is the simplest solution to get started. If you have a shared device at your station, the Kenjo Kiosk App with PIN or QR code is a great option.

Shift rules

Under Shift rules you can define minimum and maximum working hours per shift. Entries that exceed these limits are automatically flagged as conflicts.

Rest rules

Here you define the minimum rest time required between two shifts. If shifts are entered too close together, Kenjo flags this as a conflict.

Automatic break

You can configure an automatic break that is automatically deducted from the recorded time after a certain number of working hours – without the employee having to actively clock a break.

Configure overtime

In your attendance policy you define how overtime is calculated and compensated.

Allow overtime: To enable working hours to be recorded as overtime, you must activate the Allow overtime option. Then set a calculation method:

Choose a calculation method

Kenjo offers two recommended methods for overtime calculation:

Monthly expected: Overtime is calculated based on the monthly expected target hours.
Averaged / Smoothed: The calculation is based on an average value over a defined period.

You can also set whether public holidays and time off should be deducted when calculating target hours.

Compensation rules

You can define whether and how overtime is compensated – for example, as a payout or as a manual adjustment in payroll. These settings are relevant depending on your payroll provider (ADP or SD Worx).

Create time off policies

Under Settings > Time Off > Policies you define how annual leave and other time off types work for your employees.

Important: Without an assigned time off policy, neither you nor your employees can submit time off requests. Assigning the policy is a mandatory step!

Time off policies using the example of a paid time off type / annual leave

Define the basic entitlement

Set the annual basic entitlement (e.g., 24 vacation days) for the policy. This applies as the baseline for all assigned employees.

Balance & negative balance

You can define whether employees are allowed to have a negative leave balance:

Allow negative balance (unlimited)
Limit negative balance to a maximum (e.g., minus 10 days at most)
Do not allow negative balance

Carryover & expiry

Unused leave can be carried over to the next year. You can configure the carryover in the following ways:

Maximum carryover: Only a defined maximum is carried over.
Remaining balance: The full remaining entitlement is carried over.
With expiry: Unused carried-over leave expires automatically after a defined date.

Tip: If you activate an expiry, it runs automatically at year-end – no manual action needed.

Set the deduction rule

The deduction rule determines how leave days are counted.

Example: An employee (full-time Mon–Fri) submits leave from Monday to Sunday – that is 7 calendar days, but only 5 working days should be deducted.

Important: Always set the deduction rule to Work schedule – not calendar days! The "Calendar days" option deducts every day, including weekends, which leads to incorrect calculations.

Additional settings

Self-submission: You can define whether employees can submit time off themselves or whether this is done exclusively by the admin or dispatcher.
Probation period: Submitting time off can be blocked during the probation period.
Half-day leave: If desired, half-day leave can also be activated.

Assign the policy to employees

Once the policy is created, it must be assigned to each employee so the system knows which rules apply to whom.

Navigate to Settings > Time Off > Policies.
Select the relevant policy.
Click on Members and add the relevant employees.

Important note: Without an assigned policy, neither you nor your employees can submit or view time off requests. Assignment is mandatory.

Analytics

Under Analytics > Dashboards you will find reports on your employees' attendance and time off. These help you keep track of working hours, absences, and leave balances.

Next steps & checklist

Once you have completed the attendance and time off settings, we recommend checking the following:

Is the time tracking overview activated?
Is an attendance policy with the correct method created and assigned to all employees?
Are shift and rest rules and, if applicable, an automatic break configured?
Is overtime correctly defined (calculation method, public holidays, compensation)?
Is a time off policy created and assigned to all employees?
Is the deduction rule set to "Work schedule" (not calendar days)?