When you enable attendance tracking for your employees, they will be able to track their working hours with just one click. 

Note: 

• Check out this video about Attendance and work schedules in Kenjo for a more detailed explanation and visualisation!
  
• This content is especially useful for authorities who would like to understand how attendance tracking works on Kenjo or for Admins, as a summary for attendance tracking. 

TABLE OF CONTENTS

• First steps
• Punch clock vs. Manual entry
• Calculation of expected hours
• Tracked vs. Expected hours
• Manage attendance entries
• Approve attendance entries
• Export attendance timesheet
• Attendance summary
• Summary of permissions to each Profile on Kenjo regarding Attendance

First steps

In order to properly use Attendance tracking, the admins must have previously:

• enabled attendance for the company (or for specific employees),
• created the work schedule,
• and assigned it to their employees.
• Optionally, they could have also set limits and reminders.

When employees start tracking their hours, Kenjo will automatically calculate their expected hours against the tracked hours. 

Punch clock vs. Manual entry

Kenjo offers two ways in which your employees can track their hours (on mobile and on desktop). They are called "Attendance widgets":

• The Punch clock - which consists of a button that employees "punch" or click, every time they want to check in, make a pause or check out-, 
• or the Manual entry - which it's the option to enter the start and end times manually. 

The Punch clock is easier and more convenient than the latter, which is why customers usually prefer it.

Calculation of expected hours

The expected hours are based on the work schedule and weekly hours. The weekly hours are distributed equally on each working day per week and then multiplied by the working days in each month.

For example, an employee with 24 weekly hours and a work schedule consisting of Monday, Tuesday, Wednesday, is expected to work 8 hours on each of the 3 days. 

• In February, this results in 96 expected hours: 12 working days x 8 = 96 hours. 

• However, in March, this results in (3 x 8 x 5) - 8 = 104 hours

The calculation of expected hours will take into consideration holidays and time off requests.

Tracked vs. Expected hours

The employee will then track their working time daily and Kenjo will keep the record. In Employee > Attendance, the admin, the manager, and the employee himself, will be able to see the attendance record of that employee. The following information will be shown:

• Tracked so far: balance for the hours tracked
• Expected (date): expected hours to be worked on the day the user is checking
• Expected this month: total expected balance for the month

Information about Overtime (if enabled) will also be shown:

• Starting balance: containing the remaining balance from the month before. This balance could be positive (to indicate extra hours that have not been compensated yet) or negative (to indicate hours the employee still needs to work). 
• Earned this month: overtime the employee has done this month
• Compensated this month: overtime that needs to be rewarded
• Current balance: total overtime balance. Just as the starting balance, it can be positive or negative.

Manage attendance entries

Employees might sometimes forget to track their hours, especially after they have done a pause. Therefore, the default profile of an Employee on Kenjo allows them to edit the attendance entry and add the start and the end time of a working day, as well as any break. 

For a longer break, they could simply use 2 or more time slots per day via the (+) icon. They can also add a comment per time slot, so they do not forget what has happened. 

Managers will be able to edit the attendance entry of their subordinates and Admins of the whole company.

Approve attendance entries

The next step will be to approve the attendance entries. These can only be approved by either the Admins, HR admins, or employee's manager. Once an attendance entry is approved, the employee won't be able to edit the attendance entry. 

Export attendance timesheet

Once the employee and manager have agreed on the final attendance history and the manager has approved it, the attendance file is ready to be exported. In ACTIONS > Export, the user can either Export to PDF or Export to Doc. 

The PDF version will have a digital signature certificate attached to it to make it valid for any authority. This means that any change done on the PDF file, will be registered in the history of the file. 

The attendance report PDF file would look something like this:

The attendance PDF file would not only contain information related to the work schedule, the absences, the expected and tracked hours, but also a column indicating when the last modified date of an attendance entry was, and another column that confirms whether the attendance entry was approved. 

Attendance summary

People > Attendance summary is where the users with permission can see the tracked hours weekly and monthly per employee. The data has different background colors and percents depending on the difference between the expected and tracked hours, as follows: 

• If the numbers match, green.
• If there are more tracked hours than expected hours, yellow. 
• If there are fewer tracked hours than expected hours, gray.

Managers can see only their subordinates' tracked hours. To learn more about attendance management, visit this article. 

Summary of permissions to each Profile on Kenjo regarding Attendance