Manage custom work schedules

Modified on Fri, 23 Jan at 2:04 PM

While you can create a work schedule for multiple or all employees on Kenjo, you can also create a custom work schedule for each employee from the Employee personal page. The advantage of adding a custom work schedule is that you can create a unique, personal work schedule just for that employee—without creating a schedule that other employees can use. This also helps keep your list of work schedules shorter.

TABLE OF CONTENTS

Work schedule form in employee profile
Assign or create a custom work schedule
- Option 1: Start new
- Option 2: Use existing work schedule values
Edit custom Work schedules
Delete custom Work schedules

Work schedule form in employee profile

In an employee personal page, the admin can see the current work schedule the employee is assigned to under Work schedule.

The little human icon custom work schedule tells us that this employee uses a custom work schedule and not an organization-wide work schedule.

The dropdown menu Work schedules assigned in the past shows past assignments to former working schedules.

Assign or create a custom work schedule

Please follow the next steps to create a new custom work schedule for an employee:

Click on Assign Work Schedule
This window will open up:

Decide on the effective date for this custom work schedule for this employee
Click Create a custom schedule for this employee

Option 1: Start new

Example of an flexible regular custom work schedule	Example of an irregular custom work schedule

Enter the following details:

Basic information:

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

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 a different number of days every week.
Working days per week
When selected Yes, enter the number of days employees in this work schedule have to work by contract.	When selected No, give the minimum and the maximum days employees in this schedule have to contractually work.
Select the working days per week
Select the exact workdays per week.	Select a workday window, so all days the employees might work.
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 or 16:00).

Note: Any change to this work schedule will not change the general work schedules, but will affect only this employee. The assigned custom work schedule will be considered as custom and won't be reusable for other employees.

Option 2: Use existing work schedule values

Choose a work schedule from the dropdown menu

The work schedule's entries will automatically be copied, adapt them to your needs if needed
Click SAVE

Edit custom Work schedules

You can edit the custom work schedule by clicking on the pen icon against each custom template.

Note: The effective date can't be edited in an existing schedule template

Delete custom Work schedules

You can delete the custom work schedule by clicking on the trash icon against each custom template.

Note: When a recalculation of overtime is triggered, the employee's overtime will be recalculated in the past months according to the expected hours of the currently assigned work schedule.

When you don't want to assign a custom but an organization-wide work schedule, go this way.