Application data

The registered date is the date from which the user employee is known by the system. It is accessible from the Staff administration > Administrate > Configure > Application data > Registration menu.

The software option Synchronise the registration according to the time contract must be enabled for synchronisation to occur when adding, modifying, or deleting a time contract for an employee. Synchronisation is done from the employee's first time contract.

An employee's time contract groups together all the assignments and parameters that enable the Kelio system to provide, for each employee, the results expected of them according to their employment contract. It is accessible from the Staff administration > Administrate > Configure > Application data > Time contract menu.

When you assign a time contract to an employee, the information which appears is the information you saved earlier when you created this time contract from the Time & Activities > Set up > Time contracts menu. A default time contract is pre-assigned as soon as an employee is created. This enables employees to be created simply and quickly.

The specific features required for each employee are then entered by exception. So, you may make changes to the time contract and the work cycle assigned to him/her. You may also set up different calendars and authorise certain overtime, special hours and bonus categories. To do so, enter or modify the data in the blue fields, then click on Save.

       Time contract detail

The following assignments are found in the time contract: Time contract The employee's contractual work duration This section contains information on the Work rate (as a percentage), the Proportion of days worked (for calculating leave acquisition), the Hourly basis, the Hourly basis type and the Hourly basis distribution. To modify the information on work duration, click . •The work cycle (Schedule to be carried out) •The calculation configuration •The end-of-period calendar (for adapting the results calculation period to the payroll period) The authorised control programme (to define the anomalies to be monitored for the employee) The Kelio control programmes allow you to save a set of constraints under the description of your choice in order to control and define which anomalies and alerts are to be monitored for a specific type of employee. This constraint may be general or applied by exception. Since this programme is a product of the time contract, it cannot be modified here. If the description is shown in bold and italic, it is a programme assigned by exception. The authorised functions Exit without clocking: Specify whether the employee is authorised to exit without clocking. If so, the system automatically assigns a clocking-out at a specific time. This requires a specific schedule setup. Automatic absences: Specify whether there are any absences generated automatically for the employee by enabling the corresponding check box. Generating automatic absences requires a specific schedule setup. Compensatory leave: If required, enable this check box if you want the system to calculate the compensatory leave for this employee. Flexileave: Enable this check box if you want the system to generate flexileave absences for this employee. To change the assignment of authorised functions, click . •The remote working cycle (in case of regular remote working) •The periodic overtime The time off in lieu calendar This calendar can be set up from the Time & Activities > Set up > Calendars > Time off in lieu menu. This allows you to set up periods throughout the year during which employees will work additional hours. These hours will be stored in a toil hours balance and can be used subsequently in case of absence, for example for an extra day off. •Authorised accounts Attendance management There are different attendance management modes for an employee. This mode must be defined individually. •Clockings   The clockings will be presented by the entry and exit hours in the attendance screen. •Automatic clockings •Clockings from period activity files •Attendance time entry The attendance indications will be displayed with a check box in the attendance screen. The duration will be displayed for the declarations. If the employees must indicate if they respected the daily rest time between two working days, check the box Daily rest time declaration. The rest time between two working days is legally set to 11 consecutive hours but you can individually change the Number of hours displayed by default. As these indications are taken into account in the real-time display of Absent/Present employees and the virtual attendance board, the Departure indication is useful for Collaborative workspace users. In this way, when leaving work, they can indicate their departure in order to be considered as absent. To generate attendance time automatically, the system works on the basis of either the schedule’s contracted time or on the working period. •Attendance indication •Attendance indication and attendance time entry It is possible to log a history of all operating mode changes. In this case, when making a modification, click on and enter a start date rather than overwriting the current mode. 1.If necessary, activate the Active in planning check box to indicate whether the employee should be taken into account in Kelio Planning. 2.If necessary, activate the Employee managed in activity check box to indicate whether the employee should be taken into account in Kelio Activities.

       History of changes and reset option

The Staff administration > Administrate > Configure > Application data > Alerts and anomalies menu allows you to define the alerts and anomalies to monitor for the employee.

The Kelio control programmes allow you to save a set of constraints under the description of your choice in order to control and define which anomalies and alerts are to be monitored for a specific type of employee. This constraint may be general or applied by exception. To change the assignment of the controls, click . To create a specific constraint, click Customise checks.

The Staff administration > Administrate > Configure > Application Data > Activities menu is used to set up job costing management information for the employee (a concept linked to time & attendance management).

1.If necessary, select the employee's default Task, Cost Centre and Client, together with the assignment start date, by clicking on .

2.Confirm.

3.If necessary, specify the Automatic generation of this activity for the employee, together with the assignment start date, by clicking on . It will take precedence over the employee’s default section activity.

4.If necessary, assign an Hourly rate by clicking on and then on . Indicate the Start date and select the rate via the dropdown menu. Click on to confirm the change. If you make a mistake, delete the line created by clicking on .

5.Save.

6.If necessary, fill in the Customisable fields.

You may define the Public holiday calendar applied by default for this employee by clicking on in the top right hand side of the screen. Enter the application date and select the calendar from the dropdown menu via .

It is also possible to add a public holiday or an extra day off in an employee's planning. This allows you, for example, to add a holiday to an employee working in a country or region different from the other employees and who can take advantage of an additional holiday.

Adding a public holiday to the planning

1.Open the list of employees.

2.Select the employee in the list,

3.Go to the Staff administration > Administrate > Configure > Public holiday calendar menu.

4.Double-click on the day which corresponds to the public holiday or to the extra day off to be added in the calendar.

5.Select the type of day to be created (Fixed public holiday, Floating public holiday, Extra day off, Normal day).

6.In the case of a Fixed public holiday, indicate whether to create a single occurrence or repeat it for subsequent years.

7.Click on Confirm to save the day created.