Set up your company data and locations
Go to Settings > My Company to enter your company's basic information.
Fields marked with a star (for example company name) are required; other fields, such as the street number, are optional.
On the same page you can add your locations (operating sites): click New location to create one. You can have one or more locations depending on your company's structure.
Define employee contractual parameters
For every full-time employee, the most important thing to configure is their contractual working days and weekly hours.
Important:
Always enter the real number of working days. If you enter 7 working days while the employee doesn't actually work 7 days, the system calculates the average daily hours by dividing the weekly hours by 7, producing an incorrect value.
The system only requires the number of days and the weekly hours: you don't need to specify which particular days of the week the employee works. Even if you select, for example, Monday, Tuesday, Wednesday, Saturday and Sunday, the employee can still work on other days: the selection is only used to calculate the correct hourly average.
Set up the public holiday calendar
When your account is activated, Kenjo uses a standard calendar that doesn't contain any public holidays.
To create a calendar:
Go to Settings > Public Holidays.
Click the (+) symbol and give the calendar a name (for example Italy 2026).
Search for the relevant country (Italy) to automatically include all public holidays.
Once the calendar is created, go back to the My Company page and assign the new calendar to your company.
Import employee data
From Settings > Data Import you can import employees in two ways:
Kenjo Excel template: download the template, fill in all fields marked with a star (required; the others are optional), and upload it back to Kenjo.
TSM export: if you're coming from Time Sheet Mobile, download the export file from TSM and upload it to Kenjo to import employees.
Tip:
For a step-by-step guide (including articles and videos on how to download and export data from TSM), check out our Help Center: click the blue icon in the bottom right corner of the app. If our virtual assistant Kira can't solve your problem, write that you want to talk to a person to get connected with the technical team.
Manage employee profiles and fields
An employee's profile is organized into categories: personal, work, address, home, financial, emergency, and confidential.
You can always add new custom fields to each category, but you can't delete or edit Kenjo's default fields.
The contract type assigned to an employee is purely informational: it isn't sent to your payroll provider and doesn't affect pay in any way.
Manage employee terminations
To correctly end an employee's employment (contract ended or dismissal), open their profile and enter the termination date in the Confidential section. The termination reason is optional.
Important:
Entering the termination date in the Confidential section is essential. If you don't, the employee's profile stays active in Kenjo and continues to be included in payroll calculations, even after their last working day.
The contract end date found in the Work section of the profile is for information only and doesn't deactivate the employee: only the field in the Confidential section does that.
Activate employee accounts
When you create or import a new employee, their account is not activated automatically.
To activate it:
Select the employee (or several employees) in the list.
Click Actions, then Activate employees.
The employee receives an email with a link to set their password and create their Kenjo account. You can customize the text of this email in Settings > Email Templates.
Assign permission profiles
From Settings > Profiles and Permissions you can assign each employee one of the standard profiles, each with a different access level:
Profile | Access level |
Admin | Can see and edit everything in Kenjo. |
Admin HR | Broad access, with some limitations compared to Admin. |
Recruiter | More limited access; for example, they can't add employees. |
Finance Admin | Reduced access compared to Recruiter, focused on financial matters. |
Manager | Access to their direct reports and their data. |
Employee | Base level assigned by default to all imported or created employees. |
Limited access | Useful for external collaborators (e.g. freelancers on a project): they can only request time off, track attendance, and use Smart Docs. |
To assign a profile: open the profile you want, select the Members section in the top right, search for the employee, and select them.
If you remove an employee from a profile by clicking the "x", the system automatically adds them to the Employee profile.
If the standard profiles aren't enough, you can create a custom profile: from the same page, click (+) Create profile, give it a name, and turn the permissions you want on or off.
Set up account security
From Settings > Security you can configure how employees log in to Kenjo:
Google SSO, Microsoft SSO, and Apple SSO: employees log in with their Google, Microsoft, or Apple account, without needing to set a separate password.
Two-factor authentication: you can turn it on for all employees or just for a specific group. If you turn it on for everyone, keep in mind that it will generate more support requests from employees who forget how to use it.
Password expiry: you can set passwords to expire every 30, 60, or 120 days, or twice a year, and decide whether a previously used password can be reused.
Manage cost centers and your subscription
In Settings > Cost Centers you can create cost centers (for example per project) for purely organizational purposes: they don't affect payroll or any other Kenjo feature.
In Settings > Billing you can view your current plan and change it at any time: if you move to a higher plan you pay the difference, and if you move to a lower one you receive a credit for the amount you overpaid. You'll also find your invoices in the same area.
Set up attendance tracking
From Attendance > Settings, turn on the attendance summary: if you turn it off, you'll no longer be able to view your employees' attendance overview.
In the attendance policy, under Tracking methods, choose how employees record their attendance:
Method | How it works |
Punch clock | The employee clocks in from the mobile app. You can enable location detection (geolocation) to verify they're at the location. |
PIN code | To use with a tablet or desktop at the location: each employee gets a personal PIN to clock in. |
QR code | To display on a screen at the location: employees scan the code with the Kenjo app. The code refreshes every 30 seconds to prevent it from being photographed and shared. |
To use the PIN code or QR code, enable them in Kiosk & Sessions: this is where you'll find the link to open on the shared device at the location.
If you enable location detection, set up geofencing in the Locations section: for each location you can set a radius (for example 100 m, 500 m, or 1 km). You can choose whether to warn the employee checking in outside that radius (still showing a conflict) or block check-in outside the zone entirely.
Set up automation rules and attendance conflicts
In the attendance policy, you can set a maximum number of hours per day (for example 8 hours and 45 minutes). If an employee works beyond this limit, Kenjo shows a conflict on the attendance sheet; you can also enable an automatic checkout once the limit is reached.
For check-in restrictions you have three options:
Option | Behavior |
Can't check in before a fixed time | Blocks check-in before a specific time you set (for example 8:00 AM). |
Can't check in before the shift start time | Requires Shiftplan to be active: Kenjo uses the start time of the scheduled shift. |
Check-in allowed X minutes before the start time | Requires Shiftplan to be active: for example 15 minutes before the shift starts. |
If an employee forgets to check out, enable the incomplete working day option to show a conflict. You can also set an automatic checkout after a number of hours you define (for example 11 hours), so the timer doesn't run indefinitely and doesn't block check-in the next day.
For overlap with time off (absences), choose whether an employee can still work during an approved absence: if you choose to prevent the overlap, the employee can't record attendance on those days; if you choose to allow it, they can, but Kenjo shows a conflict to correct. You can also enable a conflict for overlap with public holidays, useful if your employees don't normally work on public holidays.
Set up break and rest rules
In the Rest rules section, define mandatory breaks based on hours worked. For example:
Hours worked | Minimum break required |
Over 6 hours | 30 minutes |
Over 8 hours | 45 minutes total (the thresholds don't add up) |
For each rule, choose what happens if the break isn't respected: show a conflict on the attendance sheet, send a reminder to the employee, or automatically deduct the break from the time worked.
You can also set a minimum rest between two shifts (for example 11 hours) and decide whether the break is paid or not.
Assign employees to policies and manage surcharges
You can create several attendance policies for different groups of employees (for example one for the office and one for dispatchers). To assign employees to a policy, click the three dots next to the policy and select Manage employees, or use the Assign employees button.
In the Salary Surcharges section, you can configure rules for Sunday, night, or holiday work (for example "Sunday 150%").
Important:
Surcharges configured in Kenjo are for information only. Kenjo only tells your payroll provider the fact that an employee worked, for example, on a Sunday; the actual calculation and payment of the surcharge must be agreed directly with your payroll provider (for example ADP or DEEL).
Frequently asked questions
Do I have to enter a reason when I terminate an employee's employment?
No, the reason is optional. It is essential, however, to enter the termination date in the Confidential section of the profile: without it, the employee stays active in Kenjo and keeps being included in payroll calculations.
Can I delete the default fields in an employee's profile?
No. You can add new custom fields to existing categories, but you can't delete or edit Kenjo's default fields.
Does the contract type assigned to an employee affect their payslip?
No. The contract type is for information only within Kenjo and isn't sent to your payroll provider.
Can I exclude certain employees from attendance tracking, for example the company owners?
Yes. Open the employee's profile, click Actions, and turn off attendance tracking just for that person; the option stays active for everyone else.
Are surcharges configured in Kenjo automatically paid to employees?
No. They're for information only: you need to contact your payroll provider (for example ADP or DEEL) to actually configure and pay the surcharge.