Create Time off types

TABLE OF CONTENTS

• Difference between time off types and policies
• Add time off type
• Settings
• Approvals 
  • Add time off approver role
  • Allow delegated approval
• Create workflows for Time off requests
• Create time off policies
• Two-Step Approval Tab

In Kenjo you can create, manage, and control all absences of your employees. To do so, first activate the feature Time off via Settings > Time off.  

A new airplane icon will appear on the left side menu of your home page.  

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 off policies are sort of the rules under which the time off types operate, you will not be able to assign time off types until you have created policies.

Add time off type

Firstly, you have to add all the time off types that are relevant in your company.

Time off types that are used frequently include:

 To create time off types, follow the next steps:

• Click on Time off > Settings > (+) Add time off type
• Add the name of the Time off type.
• Colour: Pick a colour to recognize 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)

• Pay Settings: 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.
  • Paid time off: When the employee is paid while away from work, typically for vacation, illness, or personal reasons
  • Unpaid time off: When the employee isn't paid while away from work, typically for unpaid leave, sabbatical or unjustified absence
  • Other time off: For tracking specific working conditions such as working from home, business trips and overtime reduction. Employees must record their attendance during these periods

• Click ADD to save your time off type. 

Settings

1 . + 2.   Time off type: Once you saved one time off type you can see it's listed in the left column below one of the options paid, unpaid or other types.

3.  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.

4.  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.

5. Document attachment: Here you can give your employee the opportunity to upload documents regarding their absence. This is recommended for sick leave, maternity leave, or further training. You can also make attaching a document mandatory after an adjustable number of days. For example it is common practice in Germany to show a medical certificate  on the third day of sick leave. 

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

Approvals 

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

Add time off approver role

• If you want to select other employees to be time-off approvers, activate the approver role via Time off > Settings > Approvals General > Add time off approver role.

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

Allow delegated approval

• Enable the toggle button to delegate the time off approval process to someone else when you are away via Time off > Settings > Approvals General > Allow delegated approval. 
• Select the employee's profile and define via Personal > Work > Delegate approval for time off to whom you want to delegate the approval. 

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

Create workflows for Time off requests

If you want to configure a workflow so the time off approver receives an email when a new request is made, navigate to settings and on the horizontal menu click Workflow > Create workflow. Then name your workflow and define a trigger for the workflow, which means you define whether you want to be notified when a time off request is created or when a request record is updated. Schedule when you want to be informed, then click SAVE. 

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 enabled, you can set up a two-step approval process. To learn how to do so, visit this article.