The end of the year is coming up! These are times for important things, such as sharing with the family, taking some rest, or reflecting on past experiences and new goals. However, to leave room for what matters, there are some things regarding your processes in the company that you need to take care of first.


On the night of the 31st of December, our tech team makes the closure of our system, which means that no other changes will be able to be added for the current year (such as time-off requests). Here is a list of all important issues and best practices so nothing escapes you!


Table of Contents


:white_check_mark:Remind about Time off and Carryover Policies


Time off policies


Kenjo's software will close the year on the same date as you. That means that, from a technical perspective, it will not be possible after the 31st of December to request any time off for the current year using our tool. It is extremely important to take this into consideration and communicate it in a timely manner to avoid any confusion or discomfort.


Carryover policies


It is also important to remind your employees about your company's policies when it comes to carry-over days. To make sure you share the right information about the carryover configurations you have set for the current cycle, follow the next steps:

  • Go to Settings > Time off > Settings and click on any of your time off types to check if they include carryover days.
  • On those time-off policies that have carryover days, click on the three dots to check the details.
  • Under Advanced options > Carry over to next year, check the date until the carryover is set, and the max days you have allowed your employees to take.



Note:

  • If you would like to modify this configuration before the year ends, remember that changes to policies may have an impact on active employees in this cycle.
  • Your employees will only be able to request time off from their carry-over days after the year ends.


Best practice:


You can also use Kenjo's Announcement feature to remind your employees about time-off requests and policies.


  • Announcement


Go to Home > Announcement. Add a description as the following and set a date when you want your post to be visible. Here is an example:



Example text:


Hello,


We are on the final stretch of this year. Do you have any vacation time-off left that you want to spend this year? Please remember to request all time off for this year BEFORE December 31st, 2021. After this date is no longer possible to request time off for the current year and add it to the system.


We would also like to remind you that you have a maximum of XXX carry-over days per year and you can only spend them until XXX of the consecutive year. 

So if you haven’t done so, it’s time to plan some holidays! Request them in Kenjo by going to Time off > Vacation > REQUEST.

Best,


Your HR Team




:white_check_mark:Approve all pending Time off's requests from the current year before it ends


For the same reason as before, you and the managers should not forget to approve all requests before the year ends.


Best Practice:


Create a workflow that will remind your managers (and yourself) to approve all pending time-off requests. 


  • Email template:



Body text example:


Hello,


If you have pending time off requests from your direct reports, remember to approve them as soon as possible. The year is coming to an end and all requests need to be approved before the 31st of December. Click here to approve your pending requests. Thank you.


Best,


Your HR Team



  • Workflow configuration:



  • Action for the workflow:



Related articles:




:white_check_mark:Add custom holidays in calendars for next year



Go to Settings > Calendars. Check the calendars again and add the new custom holidays for the next year. Remember that your Custom Holidays are not automatically renewed for the consecutive year so make sure you repeat this process for all calendars you have.


Best practice:


You can create a workflow that will remind you of this process:

  • Email template:



Body of the email:


Hello,


The end of the year is coming. Remember to update your custom holidays before it ends! Click here to add the new custom holidays. 


Best,


Your HR Team


  • Workflow configuration:



  • Action for the workflow:



Related articles:



:white_check_mark:Assign Time off policies for next year


Do you have new policies for next year? Remember that you need to assign those to your employees. Go to Settings > Time off > Time off Types > ADD NEW POLICY. Add the new policies for the upcoming year or modify the existing ones. 


Then go to Time off > Company and roll the bar to the right-hand side of the screen. Click on the three dots and choose to Manage policies. You can add your new policies to all employees that these changes apply to.


Related articles:



:white_check_mark:Check recurrent Workflows


You might have established recurrent workflows throughout the year. Remember that a "recurrent workflow" repeats itself every year without requiring you to set up anything. Therefore, it is a good idea to check if you want these workflows to be triggered this upcoming year too. Go to Settings > Workflows, and check the list of workflows. Those with the Object "Recurrent Workflow" are the ones to have special attention to: