Assign employees to time off policies

You can assign time off types and underlying time off policies already when you add a new employee to Kenjo. However you can skip this process and assign time off policies later. Kenjo provides the opportunity to assign them to employees individually (ind) and in bulk and I show you how: 

TABLE OF CONTENTS

• For a single employee
• Adjust balance
• For multiple employees (in bulk)

For a single employee

• Go to Time off > Company

Here you have an overview of all employees and their time off types as well as their assigned policies. When your selected employee already has an existing policy for this time off time you can change the policy here. When your employee has not yet been assigned to a policy for this time off type you can assign them with the following steps: 

• Find the employee
• Click on the three dots button at the employee row's end

If you don't find the three dots button scroll to the right as the image shows.

• Choose Manage policies from the menu
  
• You find all the Time off types on the left hand side, e.g. Vacation or sick leave 
• You find the chosen time off policy for each time off type below Assign policy with a drop-down menu
• Click the arrow to open the dropdown menu and choose another existing policy
• Click on Save changes

When you assign a new policy to an employee, you can pick the Apply date:

• Start date: Choose this option for new joiners in order to make the first assignments easier. This option is based on the date you have set in the employee's profile. 
• This cycle: Choose this option for employees that don’t have previous assignments (like new joiners) and it will allow you to simulate that the policy was assigned at the beginning of the annual cycle. This option is based on the cycle you chose when first configuring the policy.
• Fixed date: Choose this option to select a fixed date for the policy. This date can be in the past, present (today), or the future. 
• Next cycle: Choose this option for the policy to start in the next. cycle. This option is based on the cycle you chose when first configuring the policy. 

If the policy has proration rules applied, Kenjo will automatically calculate the balance based on the proration rules and the employee profile information.

Adjust balance

If you want to change the calculated balance, you can do it manually by clicking on the arrows or following the below steps: 

• Go to Time off > Company, click on the three dots button against the respective employee
• Choose Adjust balance from the menu
• Enter the New balance and click Adjust

You can also adjust the carryover and amount taken using the same procedure.

Note: 

• By default, only active employees are displayed in the overview. If you want to customize policies for inactive employees, you can check the Show not activated or deactivated employees box under the Employee status filter.
• You can hide the time off details cards from your employees. Time off card details are meant to inform your employees about how their corresponding time off rules are configured so that they understand their balance. However, you have the option to hide this information in the configuration of each time off rule.

For multiple employees (in bulk)

In addition to assigning policies one by one to your employees, you can also assign them in bulk. You can do so by following a series of simple steps:

• After creating a policy, you will be asked whether you want to assign employees now to this policy. Click YES, ASSIGN EMPLOYEES.
• Select the employees from the list that you want to assign to this policy. Here you can use the filters to select specific employee groups 
• You can then add your employees by clicking on the blue button next to their name or, in case you want to assign all your employees, click ADD ALL
• When you are done, click NEXT
• You will then have to select the Apply date. Here, you have multiple options (depending on the policy settings): 
  • Employee start date: This option is available for new joiners in order to make the first assignments easier
  • Custom start date: Here, you can select any date to apply this policy
  • Start of the cycle: This option is available for employees that don’t have previous assignments (such as new joiners) and will allow you to simulate that the policy was assigned at the beginning of the annual cycle
  • Next cycle: This option is always available so that you can schedule assignments for the next annual cycle
    

Once you have selected the apply date, Kenjo will automatically display the Calculated starting balance. For example, if the policy includes the start date proration option,  new employees will automatically have fewer days of time off than those who started in the last cycle.

And you are done! This is what the process will look like:

Beware: 

When assigning employees, the list of employees that you will see are:
-> All employees in the company who are not already assigned to this policy
-> Those who are not assigned to another policy with different allowance units (days or hours). For example, if you are already assigned to an hour based policy, you cant be assigned to this day based policy (in this situation, you would need to unassign the hour based policy first and then assign this day based policy).

Reassignments:
An employee can only be assigned to one policy within a time off type. 

Therefore, if an employee is already assigned to another policy within this policy type (the policy type of this new policy), the already assigned policy will be displayed in the current policy column. If you decide to assign this employee to the new policy, this means that they will be reassigned from the already assigned policy. 

In case you decide to assign employees to your policy later and not right after creating the time off policy, you can do so. 

Simply go to Time off > Settings > Policy at any point in time and click on the three dots next to the policy that you wish to assign employees to. Then, click on Manage employees and follow the same steps as described above.