Create work schedules and assign employees

Kenjo offers the flexibility to create multiple work schedules for your organization. You can create flexible, fixed and irregular work schedules that can be assigned to your employees. You can also easily move employees between schedule types. 

TABLE OF CONTENTS

•  Create a work schedule
  • Step 1: Add new work schedule
  • Step 2: Assign employees to work schedules
    • For Option 1: Assigning employees right away
    • For Option 2.1: Assign employees to an existing work schedule later
    • For Option 2.2: Assign employee via employee's profile
  • Step 3: Set the effective date for a work schedule 
• Seasonal or rotating work schedules

Meet Liza, she is an employee at our organization. She will work on an irregular work schedule and move between work schedules quite regularly. 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!

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:

Basic information:  

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

 2.  Minimum weekly hours: Specify the minimum weekly hours for an employee that is the guaranteed working time per week by their contract. It can be anything between 0 - 40 hours per week. 

 3.  Maximum weekly hours: Specify the maximum hours that can be worked as ordinary time. Everything above will be considered as overtime, if overtime is enabled. It can be anything between 0 and 48 hours per week. 

Schedule customization: Here you specify how a work schedule is set up —regular or irregular. Let's see how these options differ: 

4.  Same number of days each week?
Select Yes when people in this work schedule work the same number of days every week	Select No when people in this work schedule can work different number of days every week
5.   Working days per week
When selected Yes at 4., give the number of days employees in this work schedule have to work by contract	When selected No at 4., give the minimum and the maximum days employees in this schedule have to contractually work
6.  Select the working days per week
Select the exact workdays per week	Select a workday window, so all days the employees might work
7.  Workdays configuration: defines how the Weekly Hours are allocated across the selected work days. It offers three primary methods for establishing work obligations:	For this irregular work schedule the expected working time is determined solely by the shifts in the Kenjo shiftplan.
1. Set only workdays: Hours are (auto-calculated) and evenly distributed across the selected workdays. This is the quickest way to create a schedule—no manual entry needed. (Example: 40 hours over 5 days = 8 hours per day)
2. Set workdays with total hours: Flexible Duration (Flextime): The employer manually defines a specific Total Duration of hours per day. Employees have the autonomy to decide their own Start and End times, as long as the daily hour target is met.
3. Set workdays with start and end time per day: Fixed Schedule (Company-Defined): The employer has mandatory start and end times. This defines a rigid daily obligation used to measure punctuality and specific shift presence (e.g., 09:00 to 15 or16:00)

Example:

We want to create a Hotel Restaurant weekend schedule, that is an irregular schedule with varying working days and hours, its' maximum days will be three: Fridays, Saturdays and Sundays, but the working times will be irregular and calculated via the individual shifts the employees will be assigned to via shiftplan.

• Click SAVE

Step 2: Assign employees to work schedules

You have two options assigning employees to a work schedule.

• Option 1: Assign them right now after creating the work schedule or 
• Option 2: Assign them later using the same steps OR assign them via their employee profile.  

For Option 1: Assigning employees right away

• 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.

For Option 2.1: Assign employees to an existing work schedule later

• 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.

For Option 2.2: Assign employee via employee's profile

• Go to People Directory and click on employee's name to open their profile
• Scroll down to work schedule 
• Click ASSIGN WORK SCHEDULE
• Choose the Assign to work schedule checkbox
• Choose either the default work schedule or open the dropdown-menu to choose another existing 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  

Scenario 1: Effective dates lies in the Present

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.

Scenario 2:  Effective date lies in the Future

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.

• Click SAVE.

Seasonal or rotating work schedules

When you have employees working on irregular work schedules you can easily move employees between schedule types for seasonal changes or contract updates.

• Follow the steps from 2) Assign employees to an existing work schedule 
• Set the effective date to the date you want this employee to change schedules
• Select the new (future) work schedule
• Click SAVE

Below the section you can find information on future and past work schedules

Liza for example switches between the Hotel Restaurant Weekend Dinner and Hotel Restaurant Weekend schedule and the 3/4 Part/Full Shift schedule regularly. You can easily assign, move and re-assign her via her employee profile.

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