In Kenjo you can create, manage, and control all Time Off's of your employees. Before you are able to use this feature, you have to add all types of Time off relevant to your company and their policies in the Settings > Overview > Features > Time off > Settings.




Hiding past time off in Calendar


By enabling this feature, you can hide the past time off records from the Calendar module. 


Also, when a time off is over it will be removed from the local Calendar within the next 24 hours. 

e.g. If I have a time off from this Monday to Friday, it will be shown until more/less the next Monday.


To activate this feature, please follow the next steps: 

  • Under Settings > Overview > Features > Time off > Settings, enable the toggle button to hide past time off in the calendar 



Note:


When this feature is activated, only the following can view the past time offs of all employees: 

  • Admins, HR Admins, Finance Admins can view the past Time offs of all employees
  • Managers can view the past Time off of their subordinates
  • Custom profiles can be created to provide permission to view past time offs of all employees. This can be done by checking View time off details of all employees under Settings > Profiles and permissions > Time off 



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



Creating Time off types


First, you need to create all types of Time Off's relevant to your company using the + symbol. 

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.) 

 

You can create any number of time off types in Kenjo - this creates full transparency in your company regarding this area.


When creating a time off type you can set up the following basic settings:


Name: Add a name to your time off type.


Colour: Pick a colour to differentiate this time off type in areas such as the Calendar.


Work time: It needs to be specified whether the absence type is working time and therefore intended for employees who are away from the office (e.g. home office, further training/education, etc.) or whether the absence type is non-working time (e.g. vacation, sick leave, etc.).


Time off type visibility: This allows you to set whether the absence type should be visible to the colleagues of the absent employee. The absence as such is entered in the calendar, but only the employee himself, admins and the manager of the employee can see the type of absences in the calendar. 


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

 

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


To add a new policy, you need to click the icon (+) ADD NEW POLICY. You can add unlimited policies to a Time Off type.



The next step is to define the Policy type. The following policy types are available: 

  • Day-based: Allows employees to take time offs in terms of days
  • Hour-based: Allows employees to take time offs in terms of hours 

Day-based policy


  • Name: First define the title of the policy (example: absence type “special leave” - directive “move”).
  • Now choose the annual cycle. Usually, this will be January 1st and is relevant for all policies with a certain number of days (e.g. vacation).
  • After this, select the Allowance type:
    • Earned allowanceThis option is mostly selected when dealing with the absence type vacation. This means that only a certain number of days per year are granted. For part-time employees or employees who will leave the company soon, Kenjo automatically calculates the vacation days for you. 
    • Unlimited: This selection means that the employee will get unlimited days for this time off type. This selection is mostly chosen for sick leave or home office.
    • Annual grant: If it is not a value that depends on the company affiliation or weekly working hours, you can choose an annual fixed value. This is especially useful for special vacations such as moving house or marriage. 




If you choose Earned allowance, 

  • If you set a policy that is not unlimited, you can now enter the Annual allowance

  • If your policy is based on working days per week i.e. Earned allowance, you can now choose whether:
    • this is given in advance (start of the annual cycle) 
    • or given as days are earned.



  • If your policy is based on working days per week i.e. Earned allowance, you will find the below choices under Advanced options:
    • Rounding up  - rounds up the balance when new accrual is given to always have whole numbers 
    • Rounding down - rounds down the balance when new accrual is given to always have whole numbers


Note: You can have only one of the options activated at any point in time




Half days


This feature enables/disables the possibility of requesting half days in Time off. You can use the toggle button to enable or disable this feature for your employees



Taking natural days off instead of working days


If you need to count the days as natural days and not as working days, activate the "Ignore public holidays and non-working days" option. This means that every time an employee, with this time off policy assigned, requests, or submits an absence, the system will count "in the total of requested days" the weekends and public holidays in between.




Setting carry over days for the next year


You can also choose to carry over the days to the next year if the absence is not unlimited. Select the carryover to next year (e.g. March 31st for vacation) and the maximum days (e.g. five for vacation).

After this, you can choose whether your policy includes approval.





Allow negative balance in current cycle


If this option is enabled, an employee will be able to request time off even if that supposes a negative balance. However, if this option is disabled, your employees won’t be able to submit requests if they don’t have enough balance.




Hour-based policy


  • Name: First define the title of the policy (example: absence type “special leave” - directive “move”).
  • Now choose the annual cycle. Usually, this will be January 1st and is relevant for all policies with a certain number of days (e.g. vacation).
  • After this, select the Allowance type:
    • Unpaid: Unpaid requests will not be considered as tracked hours and therefore it will be ignored in the overtime
    • Paid: Paid requests will be counted as tracked hours and used towards overtime calculation if it is applicable
      • Number of paid hours: Enter the number of paid hours that is available for this time off policy


Note: Hourly time offs (paid/unpaid) don’t affect the expected hours. Once the hourly time off is requested, a “read-only” shift is created in the attendance tracking page just to keep track of this time off request.




Absences approval


For both Day-based and Hour-based time off policies, please check this option if the time off requires approval. This way the employee's manager can accept or reject the request in Time off > Requests. 


To set up two-steps approval for requests, please refer to the article Two-step approval process for time off requests



To know about how to assign these Time off policies to the employees, please refer to this article Assigning Time off's