Adding Team Members

To add a new team member, navigate to the 'Users' section and click 'New User'. Enter the name and email address of the new user. Choose whether to grant admin rights, then click 'Create User'. After this, you'll be directed to the user's settings page, which includes a link for account confirmation and password setup. Share this link with the new user to allow them to set their password. If the link expires before account confirmation, get a new one from the user's settings page. This is an opportune time to configure the user's settings (refer to the next section for details).

User Settings

'Target Hours' define the user's weekly work target. Kelloi automatically calculates flextime balance based on these hours, logged work hours and day types.

'Flextime Offsets' allow manual adjustment of flextime. They can be useful for initial balance settings during migration from another system or for resetting balance with salary compensation. For instance, to nullify 15 extra hours, set the offset to -15, making the flextime balance zero.

Active and Inactive Users

Inactive users cannot log in or create new time entries. They are also removed from the organization's paid subscription plan. Any changes during a billing period will reflect in the next invoice. By default, users are set to active.

Deleting Users

Users with no time entries can be deleted. For deletion due to data protection or other specific reasons, please contact us via email or the feedback button.

Feedback Button

Located at the bottom-right corner of every page, the 'Feedback' button is your gateway for any queries or feedback. Your messages are promptly received, and we act on them as soon as possible.

Saving Hours

Log time using the timer or by adding time entries. Start the timer with the clock icon next to the 'KELLOI' text in the navigation bar. The timer continues even if you navigate away from the page. To log the time, click the save icon next to the timer. Time entries can also be added via the weekly view. Click the clock icon to set the current time and save the entry with 'Enter' or the 'Save' button. Partial entries, with only start time, are permissible. Manually entering start and end times is also an option.

Selecting Categories

Once a time entry is saved, users can categorize it. Categories can be, for example, projects, billable hours, meetings, development work, customer support, depending on your organization settings.

Notes

Add notes to a time entry by clicking the pencil icon on it.

Day Types

By default, a user's day type matches the team's. To override, select a different day type from the dropdown menu on the 'Hours' page. Both users and admins can change a user's day type. Day types affect flextime calculation for users with flextime targets and track usage of various day types, like vacation days.

Calculating Flextime

Kelloi calculates flextime based on target hours, day types, and time entries. Weekly target hours are divided across days that are not marked as 'day-off'. For example, with a 40-hour target and weekends set as 'day-off', each non-'day-off' day has an 8-hour target. Specific day types affect the expected hours differently: Paid vacation, unpaid vacation, sick days, and bank holidays reduce the expected hours for those days to zero. In contrast, days marked as 'workday' or 'flex leave' do not reduce the expected hours. Therefore, if a user has a 40-hour weekly target with weekends off and takes one paid vacation day, the expected hours for that week would be 32 hours.

Organization Calendar

Set day types for each day in the organization calendar. These settings apply to all users unless specified otherwise, allowing easy setup of team-wide holidays.

Billing

Manage payment methods, subscriptions, invoices, and receipts on the 'Organization>Billing' page. Access the Stripe portal via the provided button for payment handling and subscription cancellation. The number of active users is automatically updated for billing purposes.

Days Off

In Kelloi, you can choose your organization's regular 'day-offs', like weekends, in the 'Organization>Settings' page. The app divides the weekly work hours across the days that are not 'day-offs'. For special days like vacations, sick days, or bank holidays, Kelloi sets the expected hours for those days to zero.

Locking Time Entries

Set a limit to prevent editing of time entries beyond a certain date. This feature helps avoid confusion and unauthorized modifications affecting flextime calculations.

Category Settings

Assign a unique name and display name to each category. The unique name is immutable and aids in identification, while the display name can be changed. Categories can be made available or deleted, but those used in time entries cannot be deleted.

Reports and Exports

The reports page displays hours per category for chosen users and time period. Download all time entries as a CSV file for further analysis or record-keeping.