Overview - Set up your account

Modified on Tue, 9 Aug, 2022 at 1:01 PM

Welcome to Kenjo!

Below is an overview of the steps you need to follow when setting up a new Kenjo account as an Admin. Within each step, you will find a general description of the tasks and links to detailed instructions for each task. Some of the steps also offer you a frequently asked question so you are prepared! For a more high-level overview of how to set up your account for the first time, you can also download the Admin Handbook here.

Before going through any step in the process, make sure you have created an account and logged in successfully. If you have problems logging in, visit our article Log in successfully to Kenjo.

TABLE OF CONTENTS

Step 1: Add Company, Offices, Departments, and Calendars
Step 2: Import Employee Data
Step 3: Review Employee Profiles & Permissions
Step 4: Configure Time off Types and Policies
Step 5: Import and assign Time off
Step 6: Configure Work Schedules & Set up Attendance
Step 7: Configure Payroll & Smart Docs
Step 8: Create Workflows and Email templates
Step 9: Other nice to have's
Step 10: Go live

Step 1: Add Company, Offices, Departments, and Calendars

The first step to start using Kenjo is adding the most basic information such as the Company, Offices, Departments, and Calendars. Make sure you delete all the sample data and give access to the colleagues that will work with you on the setup.

Add basic data of your company
Configure your calendars
Enable and disable features
Types of notifications (a list of the default notifications that your employees will receive. In case you need a notification blocker, let us know by writing to support@kenjo.io).

This video will explain everything regarding your calendars, company structure, and welcome wizard in more detail.

Q: What if I filter my employees by a Company, Office, Division, Department, or Team and can not find them?
R: The option to filter your results by Company, Office, Department and Team appears on the left-hand side of the screen. You might have created several views in the past that are preventing you from seeing the right results now (as Kenjo remembers the last view that you had). Therefore, click on the dropdown menu of each filter to make sure you have not selected an option by mistake.

Step 2: Import Employee Data

This is probably the most important step to setting up your account properly. Before you start importing your employee data, make sure to understand what information about your employees you would like to have on Kenjo. You can add employees manually or import them using an excel file.

Step 3: Review Employee Profiles & Permissions

Kenjo offers different Profiles that need to be assigned to everyone in your organization. These profiles will determine the level of Permissions or access rights the employees will have to use all the features Kenjo offers. This ensures that your employees only view, edit and delete the sections that are intended for them.

Note: If you need to create custom profiles, your implementation manager will help you out. There are many different permission options that can be adapted to your company's needs. Remember to test the permissions by using a test user!

Step 4: Configure Time off Types and Policies

Kenjo offers two ways of identifying absences: Time-off types and Time off policies. You can have many time-off policies for the same time-off type. You will, of course, have to first create the Time off types and policies of your company in Kenjo, before assigning them to your employees.

Q: Do I always have to start with today's current balances?

R: You don't. There are four possible options when it comes to assigning time offs. You can either:

Start with today's current balances,
Import this cycle's time-off data,
Import all the old time-off history,
Or assign time offs from the next cycle and then start.

Step 5: Import and assign Time off

Once you have created all your Time-off types and policies, it is time to assign them to your employees. You can assign them manually or by importing the data with an excel file.

Q: What if an employee is not seeing how to request a time off in Kenjo?

R: It is probably because you have created this new employee but have forgotten to assign a time off policy and type. Go to Time off > Company > Employee's name, and click on the three dots. You will be able to assign the time off policy. For detailed instructions, check the article Assign Time off.

Step 6: Configure Work Schedules & Set up Attendance

The next step is to add all the possible work schedules your employees might have and assign them to them. This is an important requirement to calculate time off correctly (such as vacation time) and track overtime. If you also require to track attendance you can do so by setting it up in Kenjo and enabling the Attendance widgets (once they are enabled, they will appear on your employees' Homepage on Kenjo).

Q: What if an employee is not seeing how to report his or her hours in Kenjo?

R: When you create a new employee, you have to manually enable attendance tracking. Go to the employee's profile and on the right-hand side of the screen, under Actions, click on ENABLE ATTENDANCE TRACKING.

Step 7: Configure Payroll & Smart Docs

The payroll section allows you to calculate your payroll in the time interval of your choice and export it as an Excel or CSV file with the information that your accountant needs. You can later upload the payslips (and any other relevant documents) to your employees' accounts. Consequently, it is also important you learn how to upload documents, templates, and add tags to your documents.

Add employee compensation
Set up of your Payroll
Upload HR documents and templates (here remember to tag all your documents!)

Step 8: Workflows and Email templates

This could be one of the most challenging yet important steps of the process of setting up your account. Your workflows are a way to automate common HR processes that could trigger an email notification (such as letting a manager know that a subordinate ask for time off), or a task (such as creating a work email as part of the onboarding of a new employee).

Workflows are extremely interconnected with email templates, as the content of the notifications that the workflows trigger, comes from the templates that you previously created. To make it easier for you, we have created an article to teach you how to make them, as well as some common examples of workflows.

Note: Most likely, your employees and managers will provide you with more workflow ideas once they start using Kenjo. Start with basic and general ones and then adjust, filter, and add new ones according to the gathered feedback from your teams. You can also involve managers during the implementation process if you are missing necessary knowledge on their team’s workflows!

Step 9: Other nice to have's

Up until this point, you have set up the most basic and relevant areas of Kenjo to go live. However, there are a few other features that might be nice to set up before such as your Org Chart, Meetings, Goals, Pulse, and your Slack integration.

Finally, organize your own views, Reports, and Dashboards!

Step 10: Go live

And that's it! You have made it to the end of the first steps of Kenjo.

To prepare for the GoLive, we recommend to you that you configure the welcome wizard and post a home announcement in your newsfeed. You can also share our Employee Handbook by downloading and copying the editable version here, or create your own one!

Before going live, we want to make sure you have everything correctly set up. Download this checklist and make sure to check all the checkboxes!

FAQ: What can I do as an admin and when should I reach out to Kenjo' support?

As an Admin you have permissions and access to all the features you have purchased in Kenjo. Therefore, it becomes your responsibility to properly set up your organization's account, listen to your colleagues' feedback, and implement new ideas. When an employee has a problem with the software, you are the one who can solve it.

Reach out to support whenever you see something that doesn't add up, you're blocked, or need assistance over something that escapes your action range. However, it is always recommended to look first for the answer on our Helpcenter. We work very hard on keeping our content up to date to solve all your doubts in an effective and timely manner!

Final notes:

If you have any questions, make sure you check the FAQ for Admins here.
Do not forget to keep updated by learning about the new features we have every month through our product emails and our the section "What's new in Kenjo?" in our Helpcenter.
We also have webinar content, exclusive for users that have signed in to the Helpcenter. You can check it here.

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