Who this is for: Admin, HR Admin
Set up your company in Kenjo, import your employees, activate them, and see what they'll find in their employee portal.
As a DSP owner or HR manager, this first onboarding session is key to getting Kenjo set up correctly from the start. This article walks you through the four most important areas of the session: your company's basic setup, importing your employee data, activating users, and the employee portal.
Basic Kenjo setup
Before importing your employees, check that your company's basic structure is set up correctly in Kenjo.
Check your company details
Go to Settings > My Company and check that the registered details are correct:
Company name and initials
Address and contact details
Create and assign a holiday calendar
Important: the calendar that's automatically assigned when you create a Kenjo account usually isn't the right one. You need to create and assign the correct regional holiday calendar.
Create the holiday calendar:
Go to Settings > Public holidays.
Click the (+) symbol.
Give the calendar a name (for example, "Madrid" or "Catalonia").
Under Calendar template, select the relevant region, not the whole country, since you need the regional holidays.
Click Create holiday calendar.
Assign the holiday calendar to the company:
Go to Settings > My Company.
Under Holiday calendar, select the calendar you just created.
Save your changes.
Create locations
Under Settings > Offices & Locations, you can register your work sites (for example, "Madrid Station" or "Barcelona Station").
Note: if you operate in several locations with different holidays, create a separate holiday calendar for each one and assign it to the corresponding location.
Areas, departments, and teams (optional)
Under Settings, you can optionally define Areas, Departments, and Teams.
Important:
These three categories are independent of each other: teams don't depend on departments, and departments don't depend on areas.
You don't need to use all three. Choose whichever make sense for your organization.
Benefits:
Better filtering: you can quickly filter employees by role (for example, Dispatcher, DA).
More precise permissions: you can restrict permissions more specifically based on the company structure.
Recommendation for DSPs: it's usually enough to record roles under Teams, for example "Dispatcher", "Delivery Associate", "Non-DA".
Importing your employees into Kenjo
Once your company structure is set up, add your employees to Kenjo. If you're coming from Timesheet Mobile (TSM), follow the full migration guide below; otherwise, use Kenjo's local template.
Note: when exporting from TSM, you can customize the columns. For the import into Kenjo to work correctly, the columns Location, Hours, and Insert row(s) for subtotals and totals must be included.
Export employee data from TSM
First, watch our video on exporting data from TSM:
To export your employee list from TSM correctly, follow these steps:
Log in to your Timesheet Mobile account: https://dsp.timesheetmobile.com
In the main menu, go to the Employees tab.
Check the employee list and make sure all relevant fields — name, email, role, department, and pay rate — are complete.
Click More options and then select Download CSV.
After downloading, save the file as Employees_TSM.csv.
Export timesheets from TSM
Unlike Kenjo, TSM stores attendance and time off data in a single record. When you export the timesheets, you get both sets of information at once:
In the main menu, go to the Reports section and click Timesheets.
Filter the records by the period you want, for example the last two weeks or the last month.
Check that the records are complete: employee names, clock-in and clock-out times, job codes, and hours worked.
Click the download arrow and select Employee CSV.
Save the file.
Note: variable pay data isn't stored in TSM, so it can't be exported.
Import employee data into Kenjo
First, watch our video on importing data from TSM:
Requirements before uploading the file:
The file must be in CSV format.
Every employee must have a registered email address; it's used as the unique identifier in Kenjo.
Check that employee names are spelled correctly.
Go to the employee directory.
Click + ADD EMPLOYEE > Import data.
You're now in Data import.
Click Employees and select TSM export migration. Drag and drop the exported file into the field, or upload it directly from your computer. Click Upload.
Recommendation: if you want to import custom fields from TSM, create them in Kenjo first:
Go to Settings.
Open Employee fields in the horizontal menu.
Click Add custom field.
Enter the field name.
Select the appropriate field type (for example, text or numeric).
Note: every employee needs an email ID in the TSM export file; if it's missing, the record can't be imported. The column order in the TSM file must not be changed, and no additional columns can be added.
Map fields
After the upload, Kenjo automatically maps the fields it recognizes. If a field wasn't mapped automatically, open its dropdown menu and select the matching Kenjo field. Optionally, you can select the option to not import data from unmapped columns; this is the recommended option.
By default, Kenjo excludes this data from the import:
Field | Why it isn't imported |
Location option | Kenjo couldn't determine its intended use |
Mobile carrier | Not used by the DSPs we consulted |
Payroll record | Not used by the DSPs we consulted |
Employee number | Duplicates the first employee ID field |
By default, Kenjo maps these TSM fields to existing fields:
TSM field | Kenjo field |
Employee number | Employee ID |
Employee first name | Last name |
Employee last name | Last name |
Employee phone | Mobile (work) |
Work group | Delivery station |
Click Confirm, choose a name for the import, and click Complete import. You'll receive an email once all the data has been processed; you can check the status and any errors under Settings > Data import.
Note: imported employees aren't activated yet. See the "Activating users" section further down in this article.
Import employees with Kenjo's local template
If your DSP isn't coming from TSM, import your employees using Kenjo's local template:
Go to Settings > Data import (or Employees > (+) Add employee > Import data) and choose Employees as the import type.
Click Import and select the method: Insert (to add new employees) or Update (to modify existing employees' data).
Choose your preferred language for the import and click Download template.
Fill in the Excel template; the Employees tab is required, the rest are optional. Drag the file into Kenjo or upload it from your computer, then click Upload.
Map each column to the matching Kenjo field; anything not recognized automatically can be mapped using the dropdown menu, or discarded with Don't import column. Click Confirm.
Choose a name for the import and click Finish import.
Note: don't reorder, delete, or add columns in the template; for the import to work correctly, it must stay as is. You'll receive an email when it's done; if there are errors, you can download the error report from Previous imports.
Activating users
Before activating your employees, check that each one has the correct permission profile assigned under Settings > Profiles and permissions. A permission profile defines what each employee can view and edit within Kenjo.
Before activating: review the permission profiles
Profiles are organized hierarchically, from Admin (most permissions) to the most restricted access:
Admin — can view and edit everything.
Manager — access to their own employees and their data.
Employee (Delivery Associate) — restricted access to their own profile.
Employee (Non-DA) — same as Employee (DA), but for those who aren't drivers.
Restricted access — minimal permissions.
Recommendation for DSPs:
Admin: DSP owner or HR manager.
Manager: Dispatcher.
Employee (DA): drivers (Delivery Associates).
Employee (Non-DA): all other employees who aren't drivers.
Up to this point in the setup, all your employees have been inactive. This has let you configure your account and run tests without them receiving emails. Once the setup is finished, you can activate them.
Activate employees in bulk
To activate all your employees at once:
Go to Employees.
Click the first checkbox to select all employees at once.
Click Actions > Activate employees.
Your employees will receive an invitation email with the content you've added to the welcome wizard, and they'll be asked to complete their personal information and upload a photo. Once they've done this, their status will change to Active.
Note: the activation email is valid for thirty days. If the employee hasn't logged in via the link within that time, they'll need to be activated again from the system.
Activate employees individually
You can also activate employees one at a time:
Go to Employees > [Employee] > Personal profile.
Click Activate employee, on the right side of the screen.
What if an employee doesn't receive the invitation email?
This can happen if the employee's profile was created before their work email was enabled: when Kenjo can't deliver the invitation, it blocks further attempts. To avoid this, create the employee's account only once their email is already enabled. If this has already happened, email [email protected].
Employee portal
The employee portal is Kenjo's self-service area that each employee accesses, from the browser or the mobile app, once their account is activated. Here they manage their own profile, attendance, time off, payslips, and documents, without needing an Admin to do it for them.
Complete the personal profile
As soon as they receive their credentials, the employee should update their profile to avoid administrative delays:
Click their profile photo or their initials, in the top-right corner.
Select My profile.
Complete any missing details in the Personal tab.
Click Save.
Clock in and manage attendance
From the mobile app, under Attendance > Today, the employee can clock in, take a break, and clock out, and view the history of their previous records.
Request time off
In the Time Off tab, the employee selects Request, chooses the type of time off (for example, Vacation or Sick leave), specifies the period on the calendar, and, in the case of illness, can attach the medical certificate directly as a photo.
View payslips and documents
In the Smart Docs tab of their profile, the employee finds their payslips folder, where they can view and download their monthly pay slips, and upload important documents (for example, driver's license or social security number) using the Upload document button.
Access from the mobile app
All these features are also available from the Kenjo mobile app for Android and iOS:
Next steps and checklist
Once this session is complete, we recommend reviewing the following points:
Do the company and its locations have the correct holiday calendar assigned?
Has all employee data been imported correctly?
Does each employee have the correct permission profile (Admin, Manager, Employee DA/Non-DA)?
Have all employees been activated and completed their profile in the employee portal?
FAQ
How long does it take for an employee to show as "Active" after sending the invitation?
The status changes to "Active" as soon as the employee logs in via the invitation link and completes their personal information. If they don't do so within 30 days, the link expires and you'll need to activate them again from the system.
Can I activate employees before finishing the company setup?
We don't recommend it. Only activate your employees once you've finished the basic setup and the import, to avoid them receiving emails or seeing incomplete data.
Do my employees need to install a different app to access the employee portal?
No. They use the same Kenjo app, available for Android and iOS, with the same credentials they receive by email when activated.
What happens if an employee doesn't receive the activation email?
If their profile was created before their work email was enabled, Kenjo may block further delivery attempts. Please contact Kenjo support so we can look into it.