Create Time off types

Modified on Mon, 06 May 2024 at 03:44 PM

In Kenjo you can create, manage, and control all absences of your employees. To do so, first activate the feature Time off on Settings. A new airplane icon will appear on the left side menu of your home page.  



TABLE OF CONTENTS


Note: Check out this video on setting up time off types and policies for a more detailed explanation and visualisation! 



Approvals 


By default, the time off approver for an employee is their manager (reports to). If you have configured a 2 step approval process, the manager will be the first step approver. 


If you want to select other employees to be time-off approvers, activate the add time off approver role


Once activated, you can navigate to an employee's profile and select who their time off approval will be. Please note that their manager will continue to receive the request as well. 



If you want to configure a workflow so the time off approver receives an email when a new request is made, navigate to settings > workflow > create/edit time workflow where object = time off > Add action type Email alert and select recipient = Time off approver 



Delegating an approver

By enabling this feature, managers can specify a coworker to approve or decline time off requests from their reports when they’re out. 


Note: If no one is specified, the manager’s manager will be responsible for handling these requests.


To activate this feature, please follow the next steps: 

  • Under Settings > Overview > Features > Time off > Settings, enable the toggle button to allow delegated approval.




To assign a delegated approver, please follow the next steps: 

  • Under People > Directory > Choose an employee > Personal > Delegated approver, choose an employee to be the delegated approver based on the requirements.



Difference between time off types and policies


Once you have specified the general settings for your time off, it is time to add your time off types and policies. Before you start, it's important that you understand the difference between them:


  • Time off types: time off types represent the categories of absences that employees are allowed to take such as Vacation, Sickness, Maternal or Parental Leave, among others. When they want to take time off, they request it against a time of type.
  • Time off policies: Policies are the rules under which each time-off type operates. They specify the cycle, allowance type, and availability, plus other advanced options. 

Note: Since the time off policies are sort of the rules under which time off types lay down, you will not be able to assign absences types until you have created policies.



Create Time off types


To create time off types, follow the next steps:


  • Click on the (+) symbol
  • Add the name of the Time off type
  • Click on CREATE





Absence types that are used frequently include:


  • Sickness
  • Vacation 
  • Home Office
  • Maternity leave
  • Parental leave
  • Child sick
  • Further education 
  • Sabbatical 
  • Special leave (moving, marriage, death, etc.) 


A new window will appear where you can set the following settings:




  • Colour: Pick a colour to differentiate this time off type on other features, such as in your calendar. We recommend using different colours for each time off type. Note: the colour of the time off type will appear to the whole company, only if this time off is set to be public (see "Time off type visibility"). 


  • Activity type: Select one of the three options shown in the drop-down menu, depending on how you want to configure the Time-Off type. Note: this selection will be applied to all policies you will create under this Time-Off type.
    • Not working, paid: this can be selected when are related to not working time but still paying to the employee like vacations, sick leave, or any other you consider.
    • Not working, unpaid:  like special leaves or sabbatical time, exceedances, etc.
    • Working, paid: this one can be chosen for example to a Home Office / Working from Home time off type.


  • Time off type visibility: Keeping this option inactive will mean that only the employee who is absent, the manager and the Admin will see why in the Calendar, and not the rest of the colleagues. Keeping the time off type public is recommended for sick leave, holiday or similar time off types. 


  • Document attachment: Here you can give your employee the opportunity to upload documents regarding his/her absence. This is recommended for sick leave, maternity leave, or further training.


  • Justified/Unjustified absence: Select how the time-off type should be read in the absence rate dashboard. Justified time offs will not be considered as absence time, whereas unjustified time offs will be considered as absence time.
  • Justified time off - when the request has been granted in advance/ on the day of the time off being taken.
  • Unjustified time off - when an employee does not attend work and has not given a reason for their absence or contacted their employer to inform them of their absence.
  • Only with attachment - when the absence is unjustified, until the employee provides evidence of their time off.


Repeat Button:

Employees can make repetitive Time Off Requests by using the Repeat button. Click the repeat box and set the frequency, days, and the time until you want it to repeat.


 After completing this part, you have finished all the basic settings for time offs and will be able to manage the individual policies.



Create time off policies


To learn how to create time off policies, visit this article.



Two-Step Approval Tab

For Time off policies that have the 'Require approval' option enable, you can set up a two-step approval process. To learn how to do so, visit this article.


Other important information

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