Understanding work logs
A work log is a form your employees must complete when they clock in or out. Every submission is timestamped and permanently documented in Kenjo, creating an audit trail for compliance and damage claims.
Work logs serve two purposes:
Standalone checklists: Use work logs for daily safety checks, equipment inspections, or process verification without linking them to an asset.
Inspection history for assets: Link work logs to specific company property (vehicles, tools, equipment) so every inspection is tied to a specific piece of equipment with a complete history.
Note: Work logs and assets are independent modules. You can use each one separately or both together.
Create and publish work log templates
A work log template is a reusable form. Once published, templates are locked and cannot be edited. To modify a template, duplicate it, edit the copy, and deactivate the original.
Create a template
Go to Work Logs > Templates.
Click CREATE WORK LOG TEMPLATE.
Enter a template name in the Template name field (for example, "Vehicle Check-In" or "Safety Inspection").
Enter a description. (Optional)
Decide whether to link this template to assets. Enable the Asset selection required toggle if employees must select the asset they are inspecting. If enabled, choose an asset category from the dropdown. (Optional)
Enable the Link to time tracking toggle and choose Check-in or Check-out if you want employees to be automatically clocked in or out after completing the work log. (Optional)
Click Create.
Configure and group form fields
Fill your work log template with content. Create a field for each individual action or task, and group consecutive fields together to make duplication easier later. Entire work log templates can also be duplicated.
Click (+) Add field to add a new field.
Enter a Field name (required) and a Description (optional).
Select the Field type from the dropdown — for example, a task, text, or photo that will be shown to the employee.
Enable Mark this field as required if the field must be filled in. Required fields are marked with a red asterisk (*).
Click Add field.
Field types
Field type | Use case | Can be required? |
Text | Short input like a name, reference, or code | Yes |
Text area | Longer notes or observations | Yes |
Number | Numeric values like mileage or hours | Yes |
Task | Checkbox: "Is this done?" | Yes |
List | Dropdown menu (single or multi-select) | Yes |
Photo | Live camera capture (no uploads from gallery) | Yes |
Order matters: Drag fields up or down to set the display order. Employees see them in exactly the order you set.
Create groups
A group consists of multiple fields and works well for recurring processes made up of several components, such as instructions. Groups can be duplicated within the same template.
Manage fields and groups in an unpublished template
Once you have added fields or groups, you can duplicate or delete fields, and edit, duplicate, or delete groups. Hover over the right corner of a field or group until the duplicate icon, trash icon, and — for groups — the pencil icon for editing appear.
Click Publish.
Important: Published templates can no longer be edited. If you want to make changes, duplicate the template and edit the copy. Delete the original if needed.
Manage templates
Click the three-dot menu (⋮) next to a template in the list to see the following options:
View template: See the details and individual fields and groups of the template.
Manage employees: Add the employees who should use this template.
Duplicate: Create a copy of the template. Give it a new name to avoid confusion. To edit a published template, you must duplicate it first.
Deactivate: Pause the template temporarily. It won't be shown to employees, but you can reactivate it later. The history is preserved.
Delete: Remove the template permanently. This cannot be undone.
Assign employees to a template
Employees can only see a template if you assign them to it. You can assign employees before or after publishing.
Go to Work Logs > Templates and click a template name.
Click the number of employees under Assigned to.
Click (+) Assign employee and select one or more employees from the list.
Click Confirm.
Employees can be added or removed at any time. They will see all assigned templates at their next clock-in or clock-out.
Tip on submission order: If an employee is assigned multiple work logs, they will all appear together at clock-in or clock-out, sorted alphabetically. We recommend naming templates so that the first one to be completed also comes first alphabetically (for example, "1. Morning Check-In" and "2. Morning Check-Out").
View and export work logs
As an admin you can view all completed work logs, filter by date or employee, and export submission data for compliance or damage documentation.
View and filter submissions
Go to Work Logs > Submissions.
The default view shows all submissions organised by employee, with the template name and submission date. If an asset is linked to the work log, the asset name is also displayed.
Use the Template, Asset, Asset category, and Date filters to find specific submissions. Filters work together — for example, you can view all submissions for a specific template within a specific time period.
View submission details
Click the arrow at the end of a row to see the submission details:
EMPLOYEE: Employee name and ID.
TEMPLATE: The template name.
ASSET: The inspected asset (if applicable).
SUBMITTED: Date and time of the submission.
FIELDS: All answers or checkmarks for completed tasks for each field.
PHOTOS: Photos in a gallery view (click to expand or download).
Export submissions to Excel
Apply any filters you want (for example, date range or asset category).
Click EXPORT in the top right.
The spreadsheet includes all filtered submissions with columns for each form field, employee name, submission date and time, asset, and photo thumbnails (expandable and downloadable).