Adding and Removing Employees

Removing an employee from your organization (a.k.a. Exiting an employee)

IMPORTANT: Users’ profile on Keka CANNOT be deleted.  In case you want to deactivate/remove an account from your organization’s account, please exit the employee as described below.

To remove/exit an employee, follow the steps below:

Step 1: Go to employee’s profile by typing the employee’s name in the search bar

 

Step 2: On the employee’s profile, you can find the Initiate Exit button on the extreme right hand side of the profile.  Click on ‘Initiate Exit’

 

Step 3: On the screen that follows, please fill in all the details as described below:

• Termination Triggered By – Select if the termination was due to employee action (Voluntary – Resignation, Absconding, Retirement, etc.), or the employee was asked to leave, by the employer (Involuntary – Performance Issue, Misconduct, etc.).  Select ‘Other’ if the reason is neither Voluntary, nor Involuntary (in case of Death, Medical Condition, etc.).
• Termination Reason – Select reason of termination from the options appearing in the dropdown.
• Regret Termination – Check this if you regret the termination of employee.
• Ok To Rehire – Check this if you are ok to again hire this employee in future.
• Termination Notification Date – When did the employee notify you about the resignation.
• Original Notice Period – Original notice period of the employee.  This will be auto-populated (based on default settings for the employee) and can be changed.
• Adjusted Notice Period – In case there has been an adjustment/change in the notice period of the employee based on your discussion with the employee, you can update it here.  This will automatically update the ‘Last Working Day’ of the employee.
• Last Working Day – In case you know the agreed last working day of the employee (as agreed upon), you can select the date.  This will automatically update the adjusted notice period (if any).
• Notice Period Compensation – Choose if you want to compensate the employee for adjusted notice period.
• Payroll End Date – Specify the day on which payroll will end for the employee.  Generally, the last working day of the employee is chosen to be the payroll end date as well.
• Notes – Any additional notes you would want to add against this employee for future reference.

Click on ‘Continue’ and you will be directed to transfer role of the exiting employee, to any current employee of the organization.

Step 4: On the next screen, you are required to assign a new reporting manager to the employees who were earlier reporting to the employee being exited.

You can either choose to assign all the reportees of exiting employee to a new employee

In the example above: All the employees who were earlier reporting to Abhishek Pandey, will now be assigned to Anusha Reddy for reporting.

Or, you can choose to assign each reportees individually to new (different) reporting managers

In the example above: All the employees who were earlier reporting to Haaris Farooqui, will now be assigned individually to new reporting managers.  Veera will report to Anusha Reddy, Farooqui Shah will report to Chethan, and so on.

Once done assigning, click on ‘Complete’, and you have successfully exited the employee from your organization.

In case you are not able to exit an employee, please write to support@keka.com.

 

Adding new employees on Keka

There are 2 ways to add employees on Keka:

• Adding multiple employees in bulk:

To add multiple employees, follow the steps below:

Step 1: Go to Employees >> Employees

 

Step 2: Under Quick Links, click on the ‘Bulk Add Employees’

 

Step 3: From the new screen that you see, click and download the Excel Template

Step 4: Open the Excel file that you just downloaded.  There are total of 43 employee information related columns, out of which 10 (marked in Red) are mandatory.  Apart from the mandatory fields, it is recommended to fill in as many details as possible for the employee you are going to add.

Important: The format for ‘Date of Birth’ and ‘Date of Joining’ should be ‘DD/MM/YYYY’ or ’12-FEB-2016′ (example).  Please select ‘Gender’ and ‘Location’ from the dropdown that appears on cell selection.

Step 5: Once you are done with adding the details of employees you want to add on Keka, save the file.  Click on the ‘Upload Excel File’ button on the previous screen.

Step 6: Select the file you just updated with employees’ details, and upload it to Keka system.

 

Step 7: The next screen shows you if there are any duplicate emails that might have accidentally been assigned to multiple employees.  In case, there are matching email addresses, click on ‘Cancel Import’ and update the excel file before uploading it again.

If there are no duplicate records, select ‘Matching Email Address’ radio button and click on ‘Continue’ to import the employees data.

Step 8: You can review all the data that is being imported, on the next screen.  Click on ‘Import’ once you are done with reviewing and validating the correctness of the data.

You have successfully imported all the employees data to Keka.

 

 

• Adding individual employee:

To add an employee, follow the steps below:

Step 1: Go to ‘Employees >> Dashboard >> Quick Links >> Add Employee’

OR you can alternatively go to ‘Employees >> Employees >> Quick Links >> New Employee’

 

Step 2: On the subsequent screen you will be asked to add First Name, Middle Name (optional), Last Name, Display Name, and Email Address of the employee you are adding.  Once done adding click on ‘Next’ button to continue adding job details of the employee.

 

Step 3: Add the job details of the employee.  All the fields are mandatory under this section of screen.  Once done, click on ‘Next’

 

Step 4: Assign/Update Leave plan, Shift, Week-off policy, Holiday list, Attendance tracking policy & Expense policy of the employee.  All the fields are mandatory under this section of screen.

You can also choose to Invite employee instantly by using the checkbox before you click on ‘Save & Continue’.

The employee has been added and invited to use the Keka system.

In case you are not able to add employees, please write to support@keka.com.

Inviting Employees to join Keka

There are 2 ways to invite employees to join Keka:

• Inviting multiple employees in bulk:

Bulk invitation can be sent to employee who are already added to your Keka account, but are not invited yet.  To invite multiple employees, follow the steps below:

Step 1: Go to Employees >> Employees

 

Step 2: Under Quick Links, click on the ‘Invite Employee to Register’

 

 

Step 3: Select the employees you want to invite, and click on ‘Invite Button’

All invited employees will receive an invitation link (from Keka) in their email to complete their registration.

 

• Inviting individual employee:

Sending invite to an employee who is already added to your Keka account, but is not invited yet.

To invite an employee, follow the steps below:

Step 1: Go to employee’s profile by typing the employee’s name in the search bar

 

Step 2: On the employee’s profile, you can find the Invite link beside his display name

 

Step 3: Click on the Invite link and the employee will receive an invitation to join Keka.  You can choose to re-invite employee in case the employee missed the invitation email for any reasons.

In case you are not able to receive invitation emails, please write to support@keka.com.