FAQ - Frequently Asked Questions

If you have received an invoice from us and have any questions about it, you can contact our customer service by email asiakaspalvelu@kohosales.com or by phone +358 10 5262 600 (weekdays from 9 a.m. to 4 p.m.).

Transferring a shift from one customer and/or project to another can be done in Koho by going to "Reports" on the administration side and from there to the "All shifts" tab of the "Billable hours" report. It is a good idea to filter the reports to show the shifts that you want to transfer as accurately as possible. When the desired shifts have been displayed, click the "Change task" button.

The preview opens a view of the shifts that are listed in the "all shifts" view. From the black checkmark icon, you can select all the shifts in the list to be transferred, or alternatively, you can also select shifts separately. After this, select the customer, project, work order (if necessary) and the task to which the shifts are to be transferred and click "Change task".  

To remove a user's access, follow these steps:

1. Go to Settings > Users tab.

2. Find the user you want to remove access from the list and open their information in edit mode.

3. In edit mode, the following red buttons appear:

   • "Revoke Access" – Removes the user's login privilege, but retains their information, for example, for reporting purposes.

   • "+ Archive employee" – Removes the user's access and archives them completely from the system.

Choose a button depending on what you want to do:

• If you want the user's information to remain in reporting, but they can no longer log in, select "Remove access".

• If the user is no longer needed at all, select "+ Archive user".

If the above buttons are not displayed in the user's settings, the user has already been denied access. If you also want to archive a user, you can do so by clicking on the "archive" button on the settings tab.

Koho's charge is based on the number of users who have access to the system.

Please note that archived users will also be charged if their user IDs have not been completely deleted.
In other words, archiving alone does not remove the user from the scope of the charge.

How do I identify a user who is being charged?
Users who still have an active account and are subject to a charge can be identified by the email address that appears under the user's name in the user listing.

Goals can be removed by resetting them as follows:

1. Go to Settings > Users section.

2. Select either the "Hour Goals" or "Working Hours" tab, depending on whether your organization tracks working hours:

   • With Shifts , → select Lesson Goals

   • With the Workday Clock , → select Working Hours

3. Click on the green "Season" button to edit your goals.

4. Enter the start and end date of the period – specify the time interval for which you want to delete the targets.

5. In the "Hours" section, set the value to 0:00.

6. Activate the option "Clear midweek holidays" so that the goals set for midweek holidays are also removed.

7. Select the workers who are affected by the change.

8. Save your changes.

After saving, the deleted hour or working time targets for the selected time period will no longer be visible in the system.

Midweek holidays may be incorrectly shown as working days in Koho if the working time or hour targets have been created too far into the future. This is because the midweek public holiday calendar does not extend indefinitely.

Best practice for manual goals

If goals are created manually, they should be set no more than two years forward from the current date for the midweek holiday calendar to work properly.

Recommendation: Switch to default working hours

We recommend that you switch from manual target periods to the default working hours . Now:

• Koho's midweek public holiday calendar is automatically kept up to date.

• You don't have to create goals manually.

• Koho automatically accumulates working hours for about 6 months ahead.

Set default working hours

To set the default working hours, follow these steps:

1. Go to Settings > Users section.

2. Open the details of the desired user.

3. Go to the "Settings" tab.

4. Set the default working hours for the user, depending on the desired template.

When the default working hours have been set, Koho takes care of setting goals and taking midweek holidays into account automatically.

In the settings, there is a section below "Default work hours", where you can enter the user-specific default working hours.

Default working hours are created automatically in connection with night driving, so they are visible in the system the day after setting the default working time.

Considerations:
Default working hours will not start to be formed if there are already manually created goals for the employee in the future.
In order for the default working hours to be activated, future manual targets must be removed or reset.

If the employee's available vacation days seem exceptionally low, it is often because several vacations have been accidentally booked for the same days. This can be easily checked and fixed by following these steps:

1. Go to the administration side and open "Reports".

2. After that, select either "Holidays and absences" or "Holidays" – depending on whether the organisation uses shifts or a working day clock.

3. Open the "Holidays" tab.

4. Find the worker and click on the entries for the desired holiday period.

5. You will see a list of all the days for which a holiday has been entered – from this list, you can check whether holidays have been booked for the same days more than once.

If duplicate entries are found, they can be removed or corrected, so that the balance of holiday days is updated correctly.

The list shows that holiday days have been marked for the same day several times. Each entry consumes one vacation day, even if they are on the same day. A holiday entry can be edited or deleted by clicking on it. The view is slightly different depending on whether you are using shifts or a working day clock.

Workday clock: From the view that opens, you can remove one of the holiday entries.

Shifts: Return the shift to be deleted for processing -> close the preview of the shift and reopen it -> The "Delete" button has now appeared in its place.