When you enable attendance tracking for your employees, they will be able to track their working hours with just one click. 

Note: 

• Check out this video about Attendance and work schedules in Kenjo for a more detailed explanation and visualization!
  
• This content is especially useful for authorities who would like to understand how attendance tracking works on Kenjo or for Admins, as a summary for attendance tracking.

TABLE OF CONTENTS

• First steps
• Punch clock vs. Manual entry
• Calculation of expected hours
• Tracked vs. Expected hours
• Manage attendance entries
• Add a break
• Approve attendance entries
• Export attendance timesheet
• Attendance summary
• Summary of permissions to each Profile on Kenjo regarding Attendance

First steps

In order to properly use Attendance tracking, the admins must have previously:

• Enabled attendance for the company (or for specific employees),
• Created the work schedule,
• And assigned it to their employees.
• Optionally, they could have also set limits and reminders.

When employees start tracking their hours, Kenjo will automatically calculate their expected hours against the tracked hours.

Punch clock vs. Manual entry

Kenjo provides two methods for your staff to track their hours (mobile and desktop). "Attendance Widgets" are what they're called:

• The Punch clock - which consists of a button that employees "punch" or click, every time they want to check in, make a pause or check out.
  

• or the Manual entry - which it's the option to enter the start and end times manually. 

Calculation of expected hours

Expected hours are based on the work schedule and weekly hours. The weekly hours are divided evenly among each workday per week and then multiplied by the workdays in each month.

Example: If the employee works 24 hours, three days (Monday, Tuesday, and Wednesday) a week, the Kenjo automatically extrapolates that they will work eight hours on each of the three days.

• In February, this results in 96 expected hours: 12 working days x 8 = 96 hours. 

• However, in March, this results in 14 x 8 = 112 hours

Note: If an employee requests an absence, whether for vacation, a holiday, or illness, it will be documented in the employee's attendance records and deducted from the expected hours.

Important: The monthly working hours expected in Kenjo may vary from month to month, as indicated above, because the length of the month, days off, holidays, and other factors all play a role in calculating the expected hours.

Tracked vs. Expected hours

Administrators and managers can view employee attendance entries under Employees > Attendance. Employees can only see their own and, if they have subordinates, their subordinates'.

The following data is displayed:

• Tracked so far: balance for the hours tracked
• Expected (date): expected hours to be worked on the day the user is checking
• Expected this month: total expected balance for the month
  

Information about Overtime (if enabled) will also be shown:

• Starting balance: containing the remaining balance from the month before. This balance could be positive (to indicate extra hours that have not been compensated yet) or negative (to indicate hours the employee still needs to work). 
• Earned this month: overtime the employee has done this month
• Compensated this month: overtime that needs to be rewarded
• Current balance: total overtime balance. Just as the starting balance, it can be positive or negative.

Manage attendance entries

Employees may forget to register their hours, especially after a break. As a result, an employee's basic profile in Kenjo allows them to update the attendance entry and add the start and end times of a working day, as well as any breaks.

They might just use two or more time slots every day by using the [+]icon for a longer break. Employees can also leave a comment for each time slot to keep track of their productive day.

Managers will be able to edit the attendance entries of their subordinates and Admins of the whole company.

Add a break

When manually making an attendance entry, you have the options to add as many breaks as you want by clicking on Breaks and then (+) Add a break. 

Now, enter the start and end times of the break(s) and click on SAVE. Your breaks will then be reflected in the total hours of the day you are currently editing.

If you use the punch clock, the data is automatically transferred to the timesheet, where the exact start and end times of the shift(s) are displayed. The data is then based on the point in time when the employee hits GO FOR A BREAK. 

Approve attendance entries

The next step will be to approve the attendance entries. These can only be approved by either the Admins, HR admins, or employee's manager. Once an attendance entry is approved, the employee won't be able to edit the entry. 

Note: Once one or more applications are authorized, they can only be overturned by Kenjo.

Export attendance timesheet

The attendance entries are ready for export once the employee and supervisor have agreed on the final attendance history and it has been approved by the supervisor. The user can export as a PDF or as a document by going to ACTIONS > EXPORT.

The PDF version includes a digital signature certificate that is valid for any authority. This implies that any changes made to the PDF file are recorded in its history.

The attendance report PDF file would look something like this:

The attendance PDF file would not only contain information related to the work schedule, the absences, and the expected and tracked hours, but also a column indicating when the last modified date of an attendance entry was, and another column that confirms whether the attendance entry was approved.

Attendance summary

People > Attendance summary is where users with permission can see the tracked hours per week and per month per employee. The data has different background colors and percent's depending on the difference between the expected and tracked hours, as follows: 

• If the numbers match: green.
• If there are more tracked hours than expected hours: yellow. 
• If there are fewer tracked hours than expected hours: gray.

Managers can see only their subordinates' tracked hours. To learn more about attendance management, visit this article. 

Summary of permissions to each Profile on Kenjo regarding Attendance