Create work schedules and assign employees

Kenjo offers the flexibility to create multiple work schedules for your organization. You can create work schedules that can be assigned to your employees based on their working rhythms. 

TABLE OF CONTENTS

• 1) Create a work schedule
  • Step 1: Add new work schedule
  • Step 2: Assign employees to work schedules
  • Step 3: Set the effective date for a work schedule 
• 2) Assign employees to an existing work schedule 
• 3) Seasonal or rotating work schedules

Meet Liza, she is an employee at our organization. Her contracted weekly hours and workdays are defined in her employee profile with 22 hours per week Fridays an Saturdays. She currently does not work on a work schedule. Together we will go through two scenarios. We will 1) create a new work schedule where we assign Liza to and 2) assign Liza to an existing working schedule. Let's get started!

1) Create a work schedule

Follow the next steps to create a work schedule: 

• Go to the Attendance tab and click on Settings
•  Click ADD WORK SCHEDULE

Step 1: Add new work schedule

• Enter the following details:

 1.  Work schedules name: Specify a name for this work schedule.

 2.  Expected time calculated from work schedules: At the moment this is our only source to calculate the expected time of an employee from. Soon we will offer to calculate an employee's expected time from shift plan as well. 

 3.  Work schedule type: 

• Flexible: Simply define the total of hours per each selected working day. The real hours will be gathered from the employee's time entries.
• Fixed: Allow to define specific working hours per each selected working day

Example of a flexible work schedule	Example of a fixed work schedule
Note: Fill in the Expected Hours for the active work days in HH:MM format.	Note: Type in the start and the end time of the employee's shift in 24-hours format. You can add multiple shifts per working day by clicking on the blue (+) at the very day or delete a multiple shift by clicking on the red trash can-item.

Liza our example employee we want to assign to the Hotel Restaurant weekend schedule, that is a fixed schedule, only Fridays and Saturdays from 11:00 - 22:00, so her TOTAL expected hours per week are 22h.

• Click SAVE

Step 2: Assign employees to work schedules

You can either assign employees right now after creating the work schedule or you can skip this step for now and assign them at any later stage. To do the first, follow these steps: 

• Click Yes, assign employees

On the following page you can assign employees to your work schedule. You can easily find employees by applying the filters or typing in their names in the search field. 

• Click NEXT, when you added all employees you wish to assign to this work schedule. 

In our example we only assign Liza, who does not have a work schedule yet. But be careful with adding employees who are already assigned to a different work schedule. The new work schedule will override the former work schedule.

Step 3: Set the effective date for a work schedule 

On the now opening page you need to define the effective date of the work schedule. 

 1.  The employee start date is the date that your employee started working for your organization as it's defined in their employee profile in Kenjo. 

Liza's employee start date was the 01.01.2023. Be aware that when the employee's start date lies in the past the work schedule will recalculate the attendance based on the expected work days and hours defined in the work schedule. So it will override all previously entered time entries and overtime calculations.

 2.  With the custom start date you can define any date for each individual you are assigning to the work schedule. You can:

• set one custom start date for all assignees by entering it in the bulk custom date field
• set different effective dates for the assignees  

In our example we're only assigning only Liza on the effective date of December 17th 2024 to the Hotel Restaurant weekend work schedule. Because this date lies in the present it won't have any effects on her created time entries and overtime calculations from the past.

• Click SAVE.

2) Assign employees to an existing work schedule 

• Go to Attendance > Settings > Work schedules
• Find the existing work schedule you like to assign employees to
• Click on the Employees assigned hyperlink
• Now click on Assign employees
  
• Continue with Step 2 and Step 3 from above.

In this scenario we assign Liza to the work schedule Hotel Restaurant Weekend Dinner. Because Liza has an existing work schedule and we don't want to impact her already created time entries and overtime we need to make sure we set the effective date to the present or future. Here we want Liza's new working schedule to start in the future, on January 1rst 2025.

3) Seasonal or rotating work schedules

When you have employees that work a different number of hours throughout the year you can assign them to multiple work schedules for a specific time period. To do so, you need to:

• Follow the steps from 2) Assign employees to an existing work schedule 
• Set the effective date to a custom start date
•  Use the start date you wish

Now you do the same for the other work schedule you want the employees to work on. E.g. work less hours in summer, or more hours during christmas time.

• Follow the steps from 2) Assign employees to an existing work schedule 
• Set the effective date to a custom start date
• Use the start date you wish the employee to start with this new work schedule 

Liza for example switches between the Hotel Restaurant Weekend Dinner and Hotel Restaurant Weekend schedule more or less every 3 months. She works on the first schedule from January 1rst 2025 onwards and starts with the second April 1rst 2025.

Here you can find out how you manage work schedules and here you'll learn what custom work schedules are.