To create a new employee profile, go to People > (+) ADD EMPLOYEE in the upper right-hand corner. A wizard will pop up where you can configure the following information about your employee:




Personal


In the Personal tab, you can add the basic information of your employee. Take into consideration the following:

  • The first name and last name are required so Kenjo can identify this employee in the future
  • The date of birth is important so Kenjo can register his/her birthday. 




Click NEXT.


Work


Here you can add the basic information about their Work. Take into consideration that this information (except for language) cannot be modified by the employee, only by the Admin of the account or by the person who's been granted that permission.


  • First, fill in the data. The following fields are required:
    • Company: if you have more than one company within your organization, choose the one to which this employee will belong. This information is useful for payroll, reports, and the org chart. This is also relevant if you want your employees to only see the information of their colleagues in this company. Take into consideration that the company you choose will determine the way the following fields be populated:
      • Language: this will determine the language in which the employee will see Kenjo. However, he or she can change it later. 
      • Work schedule (Note: if you have configured a work schedule template as default for your company, it will appear under "Template").
    • Work email: Enter the employee's business email address here.
    • Profile: remember that the permissions your employees will have to depend on the profile you have assigned to them. In case of doubt, assign the profile "Employee". You can change it later. Learn how-to here.


  • Then you can fill out the rest of the information now or later, as it is not required. 
    • Add the office, department, job title, and the start date of the employee. You can choose a start date that happened in the past. 
    • Make sure you also add who she or he is going to report to. This way you make sure the rest of the features on Kenjo work properly (such as workflows, performance review, time off, etc.)
    • Finally, add an Employee ID if needed. 



  • Finally, click on NEXT.


Best Practice:

The employee ID is a unique identifier for all systems used in the company. There are many use cases for which you can use your Employee ID. Here are some examples:

  • In relation to another external database (e.g. ID for SAP number)
  • Badges (Office management)
  • To know how many employees were hired before you (considering this value to be sequential)
  • For payroll purposes. e.g. DATEV uses the employee ID



Time off


The next step will be to assign the time off policies to your employee. This part of the process is optional and you can click on "SKIP STEP" or "NEXT" if you wish to wait and assign them later. Take into consideration that the time-off types that will appear here are the ones you have configured before in Settings > Time off > Settings


Learn here how to create time-off types and policies.


Click NEXT or SKIP STEP.


Activation


Last but not least, you have the option to:


  • Send an invitation: If you activate this option, the employee will receive an email invite (called Welcome wizard) to join Kenjo. You can customize the Welcome Wizard here


On the contrary, if you need to work on their profile before inviting them to Kenjo, leave this option unmarked.


If you decide to not send the email invite to your employee, he or she will appear as "Not activated" in People. To activate this employee, you can either:

  • Go to People > Select the employee (or several employees) > ACTIONS > Activate employees



  • or go to the Employee's profile > Personal tab > ACTIVATE EMPLOYEE



  • Track attendance: if you activate this option, the employee can add time entries using the attendance tab or punch clock (depending on the configuration for attendance tracking in your company). His or her attendance will be included in the attendance summary calculations.



Overview of the process

Note: Click on the image if you want to see it bigger.