Turn on time tracking
Before employees can track their attendance, time tracking must be turned on for your company and for the employees concerned.
Go to Settings > Attendance.
Turn on time tracking for your company.
Open an employee's profile and turn on time tracking there as well, so the tracking feature becomes visible in their account.
If you want to change this setting for several employees at once, use the bulk action in the employee area instead of opening each profile individually.
Create and assign an attendance policy
The attendance policy defines how employees track their time and which rules apply. Every company starts with a default policy that can't be deleted or renamed, but can be adjusted.
Click Create policy and follow the wizard.
Choose the tracking method: manual timesheet, one-click tracking (start/stop), or tracking via a terminal (kiosk app or third-party terminal using a PIN/QR code).
Optionally, set shift, break, and rest period rules (see the section "Set shift and rest rules").
Assign the policy to the relevant employees, teams, or locations.
An employee can only be assigned to one attendance policy at a time. If teams need different tracking methods or rules (for example, an on-site terminal versus mobile tracking for home office), create a separate policy for each group.
Set up work schedules
The work schedule defines how many hours an employee should work per day or week (target hours), and is assigned together with the attendance policy.
Distribution | When to use it |
Fixed | Employees with the same working days and times every week (for example, Mon-Fri, 9am-5pm). |
Flexible | Employees with "trust-based working hours": only the total hours per day are fixed, while the start and end of the working day are flexible. |
Irregular | Irregular work schedules where only a minimum and maximum number of days and hours per week or month is defined (for example, shift models with varying workloads). |
Click Create work schedule.
Choose between a regular work schedule (fixed days/times) or an irregular work schedule (flexible or no distribution) and set the values.
Assign the work schedule to the relevant employees.
For irregular work schedules, the daily target hours display follows this priority: Shiftplan before work schedule before contract. If no shift is planned for a day, Kenjo uses the values from the work schedule, or from the contract as a fallback.
Set shift and rest rules
Within the attendance policy, you can define additional rules that flag violations of shift, break, or rest time limits.
Maximum shift duration: defines how many hours can be worked in a row.
Mandatory breaks: define after how long a break becomes required.
Minimum rest period: defines the recovery time between two shifts.
Automatic break deduction: automatically deducts a break after a defined working duration (availability depends on your plan).
Note: Kenjo doesn't automatically block time entries when a rule is violated. Instead, a conflict is flagged, which an admin must review and resolve manually. Rules also don't apply retroactively: if you change a rule, it only affects new time entries, not ones already recorded.
You can find all conflicts together in the attendance summary (see the section "Use the attendance summary").
Set up overtime compensation
Unlike attendance policies or work schedules, overtime management in Kenjo isn't managed as an assignable policy. Instead, it's configured individually per employee (multi-select is available for bulk editing).
Go to Settings > Attendance > Overtime.
Select one or more employees and click "Edit overtime compensation."
Turn on "Track overtime" to count the difference between tracked and expected hours as overtime, starting from a set date ("Calculate from").
Optionally, turn on "Carry over to next month" so unbalanced overtime carries over into the following month.
Optionally, turn on "Allow negative hours" (overtime balance = opening balance + tracked hours − expected hours).Optionally, set an "overtime threshold" (for example, 30 min/day): overtime counting only starts after this.
When selecting multiple employees with different existing settings: only check the fields you want to overwrite; unchecked fields remain unchanged for each employee.
Note: changes trigger a recalculation that runs overnight, so the result is only visible in the attendance summary the following day. Overtime calculation currently isn't available for employees with an irregular work schedule (no distribution). Overtime compensation and the new time balance visibility are mutually exclusive per employee: if overtime compensation is active, no time balance can be shown for that employee.
Set up time tracking categories (optional)
Categories let you describe tracked time in more detail, for example home office, client meeting, or internal meetings. Categories are for reporting, not approval: unlike time off, they don't require approval.
Go to Settings > Attendance > Categories and turn on the feature.
Click Create category, and give it a name and a color.
Define which employees or teams can see and select the category.
Set up salary surcharges
Salary surcharges automatically calculate a percentage increase (for example, 125% or 150%) on the hourly wage when certain conditions are met. You can configure these conditions in the following steps.
Click Add surcharge and give it a name and a percentage.
Define the condition under which the surcharge applies: a specific attendance category, public holidays, or specific weekdays and times.
Assign the surcharge to the relevant employees.
Note: Kenjo currently only calculates surcharges based on the conditions listed above (category, holiday, weekday/time). An automatic surcharge starting from a specific number of overtime hours worked (for example, "from the 9th hour") isn't currently possible and must be tracked manually.
Approve time entries
Before time entries are passed on to payroll, you should review and approve them: after that, employees can no longer change them.
In the employee profile, go to the Attendance tab
Select the desired period (week, month, or a custom period).
Review entries individually, or use the bulk action under Attendance > Attendance Summary > select the period > Action > Approve all entries to approve several employees at once.
Tip: approve time entries regularly before payroll. Unapproved entries can still be edited, which can lead to discrepancies in payroll.
Use the attendance summary
The attendance summary shows you at a glance whether employees are meeting their target hours and where conflicts are still open.
Switch between the daily, weekly, and monthly view.
Compare target hours and actual hours per employee; discrepancies are highlighted as a conflict.
Use the monthly forecast to identify early on whether an employee is likely to reach their target hours by the end of the month.
Frequently asked questions - Set up attendance
Why can't an employee track their time?
Check whether time tracking is turned on in the employee's profile and whether an attendance policy has been assigned to them. Without both, the tracking feature isn't visible to them.
Can we have overtime surcharges calculated automatically from a certain number of hours?
No. Surcharges can currently only be linked to a category, a holiday, or specific weekdays/times, not to an overtime threshold. These cases currently have to be tracked manually.
Why isn't the break automatically deducted from working time?
Automatic break deduction has to be actively configured in the attendance policy, and its availability depends on your plan. If it isn't turned on, employees have to track breaks manually.
Why do I still see a conflict even though I just changed the rule?
Rule changes only affect new time entries. Existing entries recorded before the change keep their original status, and any conflicts they triggered remain.
How do I approve time entries for several employees at once?
In the approval overview, use the bulk action to approve all selected entries for a period at the same time, instead of opening each entry individually.