In Kenjo you can create, manage and control all Time Off´s of your employees. Before you are able to use this policies, you have to add all types of absence relevant to your company and their policies in the Settings > Time off settings.
Creation of absence 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:
· Home Office
· Maternity leave
· Parental leave
· Child sick
· Further education
· Special leave (moving, marriage, death, etc.)
You can pick any number of time off types in Kenjo - this creates full transparency in this area.
As soon as you have created all absences, it is time for the basic settings of absence:
Working 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. You can add unlimited policies to a Time Off type.
Definition of policies:
- 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 allowance : This selection 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 set a policy that is not unlimited, you can now choose the annual allowance.
- If your policy is based on working days per week, you can now choose whether:
- this is given in advance
- or given as days are earned.
You can also choose to carry over the days to the next year if the absence is not unlimited. Select the carry over 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. Absences can always be approved by the manager of the employee or an admin.