Monthly Update for September
Ability to have Custom Group Types as per your organization structure
Worried that your organization structure might not fit into our existing system? At Keka, we understand your problems and dedicate ourselves to finding the best solutions. Our priority always has been to enhance your experience. In line with our philosophy, we have come up with a “Custom Group Types” feature. This will let you create custom Group types to suit your organization needs. You can also perform functional integrations like creating a Custom Group Head in the approval chain or granting access to employee related privileges or even adding the custom group type head as scope for HR Manager role.
All these things are now possible with this feature. Reach out to our Customer Support Team for the necessary setup.
The Group Types we create for you will be visible under Org >> Org Structure. You can add different groups under these Group types yourself. It is the same as adding Business units or Departments.
The next step is to. assign employees to the Groups. You can assign employees from employee profile >> job tab>>job details. You can assign employees in bulk by going to the Employees tab. Click on the Bulk Assignment option.
Assigned groups will be shown under Employee Profile >> Job Tab as shown below.
Custom group types will be created from our end as per your requirement. (Please contact our Support team to get these added). Once the group type is created, you can add different groups under it and assign the heads.
- Ex: If you have a structure like ‘Regions’ in your organization
We will be creating a new group type as ‘Regions’ from our end (Please contact support team)
Later you can add different regions under that group type and assign them to employees.
Different functional settings that we have in custom group types are:
- Allow roles and permissions to group heads in my team section
- This group can be used while selecting scope when creating a new role
- Use this group type in approval chain
- Allow roles and permissions to group heads in my team section
If you select the ‘ group head employees should be able to manage implicit privileges’, the Group Head role will be visible under implicit roles settings grid. You can configure the privilege as per your requirement from here.
Please note by default we will not give any privilege to group head. You will have to configure that from implicit permission grid and this is only possible if you have subscribed to Custom Roles and Permission feature
- This group can be used while selecting scope when creating a new role
You can even add Group Head as a scoped role. You can search for that group when adding scope by selecting the respective users.
- Use this group type in approval chain
If you want to add the Group Head in the approval chain, you can do so while editing approval chain configuration.
Creation of new group type and settings will be done by support team only. You can create groups under it and assign to employees once the setup is complete.
Getting Started for Goal Management – with Help docs
Goal setting is an important tool not only for clarifying purpose & direction of an organizational growth. To help in determining which methodology will be more suitable & how keka deals all such things are added under helpdocs about goal management.
The aim of the Getting started tab is to demonstrate the setup flow in Keka and provide a ready reference documentation about employee goal management.
You can click on ‘Learn More’ to know more about goals management.
Alternatively, you can also go to the Process Summary tab to access the help topics related to goals. (After setup of goal management, Getting started step becomes hidden)
Here is a sample article that helps the user about goals and all, and as shown in the left panel there are so many other things can be accessed and few more articles be added going forward for better help and usage like FAQ’s and flows.
Ability to Clone/Copy Objectives and assign to employees in bulk
Cloning is a handy operation in goal management that can help your OKR or Goal process run in a much more efficient and smooth manner.
HR/ Admins tend to spend a better part of their time carefully crafting Goals and OKRs for specific time frame, before they realize the following: many teams has similar OKRs, members of the same team are working on similar tasks, and junior members tend to have ‘junior’ versions of the OKRs that their managers have. We suggest that instead of starting from scratch (and possibly introducing errors in the process), you use our clone function to make a duplicate copy and then make some quick edits to reflect individual targets. Cloning simplifies the set-up process while remains flexible enough to allow personalization.
How to Bulk Clone the Objectives and assign to employees?
This can be done using two ways: One is to select the user first i.e. select the employees to whom you want to assign goals and then select the goals from existing list. The other way is to first select the goals to be cloned/replicated and then select the respective employees.
Performance >> Objectives >> Administration >> No or Fewer Objectives
Note: we have changed “No Objectives set” tab into “No or Fewer Objectives” tab
In this tab employees who have Goals less than the minimum number of Goals will also be visible along with those who have not been assigned any goals (as per the settings you configured under Settings>>Objectives >> OKR Settings).
To clone Objectives:
1. First, select the employees from No or Fewer Objectives
2. Click on “Add from existing Objectives” to select the Objectives to be assigned.
3. Click on the Assign Goals
4. A confirmation pop up appears which summarizes your choices . Click on All the objectives selected will get cloned and assigned to the respective employees.
Alternative way to copy existing goals:
1. Navigate to the No or Fewer Objectives tab .
2. Click on “Bulk Assign Objectives”.
3. Now select the Goals and click on “Copy/Clone Objectives”.
4. Select the time frame and employees to whom you want to assign the Objective. Then, click on “Assign Employees” button.
A confirmation pop up will appears which summarizes your choices. Click on Confirm and all the objectives selected will get cloned and assigned to the respective employees.
Ability to Rollback payroll at Employee Level
We have now implemented the option to rollback payroll process at employee level, which has been the most requested feature. In most cases, payroll for all employees needs to be rolled back to make changes for a single employee or for a set of employees. This made the other employees’ data vulnerable to unintentional modifications such as in salary structure configuration or employee tax declarations or leaves & attendance data.
We have now solved this prevalent problem by giving the option to rollback payroll-month for a set of employees, instead of doing the same for all employees.
How do you rollback payroll at employee level?
Employee level rollback is similar to the rollback of payroll month. To do the same navigate to Run Payroll >> Month >> Click on “Rollback Payroll“. Now in the pop-up select “Only selected employees in this month”
Upon clicking Confirm, you will be shown a pop-up and will be able to add employees that you are planning to rollback for a particular month as shown below
Click on the link shown above and the you will be able to search and add employees.
Post adding the set of employees to rollback payroll, click on Rollback and confirm the same. Once it is confirmed the payroll month will be partially rolled back where you will be able to make changes to the selected set of employees and to view the employees for whom the payroll is rolled back, you can click on the link as shown in the image below.
List of Rolled Back Employees:
What are the changes that can be made and how can we make them?
All the actions under pre-payroll can be performed for employees for whom a roll-back has been performed. For doing the same you can navigate to the pre-payroll actions where you will see the list of records related to those employees. If needed, you can still see all the employees by clicking on the link shown in the below image, but you will be able to take action only on the rolled back employees.
Some of the other things that are accessible to do are:
- Overrides like TDS, PT. ESI, LWF can be added for the employee for the respective month.
- Paygroup migration can be done to the employee effective from that rolled back month.
Important Points to Note:
- Even if a month is partially rolled back, until it is finalized user will not be able to make any changes to the future months.
- Post payroll actions of the month that is partially rolled back cannot be accessed until it is finalized again.
- Any regeneration at a global level (i.e., PF ESI settings changes, salary structure changes) will not show any effect on the partially rolled back month.
- If an employee pay group is migrated and then if we try to rollback that employee payroll in older pay group, then user will not be able to finalize payroll.
- Payroll cannot be rolled back for employees who are exited in that month or before.
Note: This feature is a “Sequential Rollback” which means the rollback can only be done sequentially and cannot be done for the months randomly. For better understanding of this please consider the example below.
Assume current payroll month is “September 2020”, so if you want to rollback the payroll of an employee say “A” for the month of May 2020, then the payroll of employee “A” should be rolled back sequentially following the order starting from Aug 2020, July 2020, June 2020 and finally May 2020 and then make the changes in May 2020 and then finalize those sequentially.
Note: The feature “Ability to rollback any month randomly” is a work in progress and will be released soon.
Overtime Register and Register of Wages Compliance reports Under different states
We have added Form IV register of overtime under different states. This report includes employee overtime details in the selected month. The following are the list of states
- Andhra Pradesh
- West Bengal
- Tamil Nadu
- Madhya Pradesh
We have also added register of wages under
- Form XI – Madhya Pradesh
- Form XII – Rajasthan
Along with the mentioned above we have added Form 22 – Half Yearly Return under Delhi.
Ability to select debit bank account while creating payment batches
You will now be able to select the bank account while creating the payment batch from the list of accounts that were added under a legal entity. Due to these changes, we have now moved the “Transfer Statement” download option to batch-level instead of bank-level as each batch can contain only one debit account.
Note: If the debit account is “Axis Bank”, then you will be able to download transfer statement only for Axis bank even though the batch contains employees with accounts in other banks.
Payroll: We have now provided the ability to select current residing city (Metro/Non-metro) in investment declaration import same as in the system.
Expenses & Travel Desk: We have added a new field that lets you capture the booking amount required by the Travel desk admin, while making bookings on behalf of an employee, according to his / her Advance Request. The Travel Admin can enter the amount used for this booking and confirm the request.
The amount which is entered by the Travel Admin will be shown under Request details and Booking history page as shown below
Enhanced the Organization Dashboard and Reports
We have enhanced the user Interface of Org>Dashboard for Admins (Global/HR Manager/HR Executive) to easily access employee details like Employee Onboarding, Exits, Birthday and Anniversaries, Employee Reports and Pending actions which need to be verified by Admins.
Quick Links and Bulk Operations:
This section will be useful to easily add or update employee details or to communicate with employee easily using polls or announcements
Add/ Update Employee details: Admins will be able to add or update Employee details from +Add New Employee, Add Employees in Bulk, Update Employees in Bulk and Job detail imports and Module status import
Bulk Invite Employees: Admins can invite employees through Bulk invite employees.
Customize Employee Fields: Admins can be able to customize employee fields and Import employee customize fields
Org Tree & Employee Directory: Admins can easily view all employee details from Organization Tree and Employee directory.
Engage: Admins can create or Publish Polls and Announcements from + New Poll and + New announcement
To easily identify all the tasks or actions which are waiting on Admins (Global/HR) can be shown in the Pending actions section. The following pending action items are shown in the Pending action section
Documents: Count of documents which are pending for verification. From here, User can navigate to Org>Documents>Pending Verification
Expenses: Count of Pending Approval requests for Expenses and Advance Requests. From here, User can navigate to Org>Expenses & Travel > Expenses > Pending Approvals
Help desk: Count of Help desk tickets which are Open. From here, User can navigate to Org>Help desk> Tickets >Open
Probation: Employee-count whose probation needs to be confirmed. From here, User can navigate to Employee probation confirmation report
Join/Exit tasks: Count of On-boarding and Exits tasks, assigned to employees.
Profile changes Count of profile changes which are pending for approval. From here, User can navigate to Org>Employees> Profile changes
Employee details from Onboarding to Exit will be shown in the Following:
Preboarding: Employee who are hired and showing in the Hiring>Offers will be shown here.
Exits: Employees whose exit requests are in pending for approval and employees whose retests are in the approval process are shown here.
Onboarding: Employees whose onboarding has started will be shown here.
Probation: Employees who are in In Probation will be shown here.
Employee Birthdays & Anniversaries: Employees whose birthdays and Anniversaries within a week or in the next 30 days ( if No employee birthdays and anniversaries in the current week) will be shown here
Representing all the employees related reports in separate page and updated the grouping as well. Based on the information, all the reports are grouped into separate sections which will help you to find any report easily with best user interface. This page can be accessed from Org >> Dashboard >> Employee Reports. User can also navigate to Employee reports when clicked on here option from Org>Dashboard>Summary>Quick Reports.
Enhanced Summary view in Employee Profile
We have enhanced the employee profile summary page with additional functionality to display all the fields according to the permissions granted under the Custom field settings.
For Eg: If you want your employees’ blood group to be visible to all or you have created a custom field as ‘Hobbies’ / Interests’ and want the contents of this field to be visible to everyone in the organization.
All the information shown in this ‘Public Profile’ page will be according to the configured settings under ‘Employee Profile Custom Fields Settings’.
If your configurations are the same as in the screenshot below, all the Global Admins / HR Managers / HR Executives can see this field in Employee public profile page. The other employees will not be able to access this information.
This can be changed by Global Admin, HR Manager and HR Executive from Org >> Dashboard >> ‘Customize Employee Fields’ settings.
If it is set to ‘Can View’ for ‘Everyone’ as shown below, then everyone in the organization will be able to view the respective field on the Employee ‘Public Profile’ page.
This is how the details will be visible on the Employee public profile page.
Note: By default, we have hidden all the information for ‘Everyone’ in the organization. Except for Mobile number, professional summary all these fields which you have configured already.
If you want to show them for everyone, you can configure the settings from Org >> Dashboard >> ‘Customize employee fields’ setting
Ability to parse resumes in bulk.
This feature enables users to parse resumes in bulk. The user can compress all the resumes and can upload the zip file. The user can see the previous bulk upload history also.
Once the user clicks Bulk Upload resumes.
Once the uploading process completed, the user can see the no.of resumes successfully parsed and no. of resume failed to parse.
On clicking Bulk Upload History.
Ability to configure employee timesheet submission settings using Timesheet Policies
Users can now configure settings related for employee timesheets using the following policies. For now, user will be able to add only one policy.
Employees can now be assigned with Timesheet policies to get their timesheet enabled/disabled by Global admin and Project admin. Employees will only be allowed to use timesheet if they have been assigned the timesheet policy.
Timesheet policy is the enhancement for the General Settings that we had earlier for timesheet, now user can configure different submission settings and time entry settings of a policy and can assign employees under it
Note: For the tenants which have timesheet module active, for them general timesheet settings(Left nav>>Project>>Setting>>General settings) have been removed and the settings have been migrated in the form of “Timesheet Policy” and to the ones who are going to enable timesheet module, we have given ability to create a new timesheet policy.
Timesheet policy setup:
Left nav>>Project>>Timesheets>>Timesheet Policies
On the Settings tab, users can edit all the settings related to policy. Once we click on “Edit” a pop-up will open in edit mode where user can make necessary changes to the policy settings
- Users cannot create more than one policy.
- Policy start date day cannot be changed, once policy is created
- Timesheet submission frequency (Timesheet Period) will always be weekly.
Note: Admins can update and assign timesheet policies to employees with backdated period. They are allowed to assign up to two backdated periods (Timesheet period should not overlap).
Timesheet periods: Timesheet periods will be generated automatically for the policy, system will generate six future periods, if user needs to assign employee under policy with future dates they can do it up to six future periods, and under timesheet periods tab all the periods will be shown along with the count of all the linked timesheets under that period
Employees: Number of employees assigned under this policy can be seen on “Employees” tab, the page will contain the name of employees assigned under the policy along with the date of assignment and the name of person who has assigned the employee under the policy, user will get a link here, that will redirect them to the policy assignment page from where they can assign employees in bulk and individually as well.
Activity: Any changes made to the policy settings can be viewed under activity tab, activity tab will reflect all the info of changes made with date & time and the name of user who made the changes to the policy settings
By clicking on “Changes” user can see what changes have been made to what fields specifically:
Timesheet Policy Assignment: User can assign policy to an employee through their job tab or through Manage Timesheet page
Assigning policy through Manage Timesheet Page: Left nav>>Project>>Timesheet>>Manage Timesheet
From this page user can assign and unassign policy to his employees, assignment of policy can be done in bulk as well, user can assign policy with future dates as well
After clicking on “+” icon a pop-up will open from where the user can select the timesheet start period for which he needs to assign policy to the employee.
Assigning Policy from employee job tab: If an employee is not assigned under a policy, a link will be shown on the job tab of the employee. clicking on which a pop-up will open from where we can assign policy to employees.
After clicking on “Assign” a pop-up will appear which will allow user to assign policy for current or future periods
By clicking on small timer icon beside “Timesheet Policy” heading user can see audit logs of policy assignment for any employee from his job tab.
While re-assigning policy to any employee “Previous Policy Active Till” date is shown as reference of till what date the employee was assigned with the policy, for the user who is updating timesheet policy,
When the policy for any employee is disabled in between period days, then the next period available for him will be from the very next day on which it was disabled
For an employee policy is disabled on 22 sept, 2020 and the complete period is from 21 to 27th of sept , so for him the period will be shown as:
And if a user tries to assign the policy again to the same employee, the next period will start from the next day on which the policy was disabled, as shown below:
And the further period will be shown from 23rd of sept:
Muster roll and Wage slip compliance reports under multiple states
We have added the following reports to our compliance library:
- Muster roll containing basic employee details along with attendance summary for the following states:
- West Bengal
- Andhra Pradesh
- Madhya Pradesh
- Wage slip report containing detailed wage rate, overtime wages and actual amount paid in a month for the following states:
- Andhra Pradesh
- Madhya Pradesh
Configure Expense and Travel desk related events from Event triggers (Notification Engine)
All the Expense, Advance and Travel desk events have been consolidated under the Event triggers tab, available under Settings >> Integrations & Automation >> Event Triggers. You can configure the template, recipients and integrate with Slack, webhook etc. as per your requirement.
Following are the expense events which can be configured from Event triggers and will be shown under Expense category:
Note: Global Admin can configure them from Settings >> Integrations & Automation >> Event Triggers.
Expense claim Submitted: Occurs when the Expense claim is submitted for Approved New
Expense claim Approved: Occurs when all the approvers have approved the request of Expense claim
Expense claim Rejected: Occurs when Expense claim is approved by any of the privileged users
Expense claim Mark as paid: Occurs when an expense claim which is paid outside payroll and explicitly marked as paid.
Advance Request Submitted: Occurs when an advance request is submitted.
Advance Request Approved: Occurs when an advance request is approved by all the levels of approvers in the approval chain.
Advance Request Rejected: Occurs when an advance request is rejected by any of the privileged users.
Advance Request mark as paid: Occurs when an advance request which is paid outside and explicitly marked as paid.
Advance settlement Submitted: Occurs when an Advance settlement is submitted for approval.
Advance settlement Approved: Occurs when an Advance settlement request is approved by all levels of approvals
Advance settlement Rejected: Occurs when an advance settlement request is rejected by any of the approvers
Advance settlement Mark as paid: Occurs when an Advance settlement which is paid outside and explicitly mark as paid.
All new events can be configured by clicking on ‘Add New’ option as shown in the screenshot below.
The following travel desk events can be configured from Event triggers and will be shown under Travel Desk category:
Accommodation Booking Requests: Occurs when advance request, with a booking request in it is approved.
Accommodation Booking Request Confirmed: Occurs when an Accommodation booking request is confirmed.
Accommodation Booking Request Declined: Occurs when an Accommodation booking request is declined.
Accommodation Booking Request Revoked & Confirmed: Occurs when a rejected Accommodation booking request is confirmed.
Travel Booking Request: Occurs when an Advance request, with a travel booking is approved.
Travel Booking Request Confirmed: Occurs when a travel booking request is confirmed
Travel Booking Request Declined: Occurs when a travel booking request is rejected
Travel Booking Request Revoked & Confirmed: Occurs when a rejected travel booking request is confirmed.
Visibility of Parent–Child Department Hierarchy
As new child departments are constantly being added under parent departments, this parent-child hierarchy will now be visible in the filters of Reports , Documents, Engage etc. This is to help identify the child or sub-departments which are linked to a parent while filtering for the desired Report, Document etc.
The view of Parent -Child hierarchy in the filters is as shown below:
Note: You can configure all these events only if you have subscribed for ‘Notification Engine’ feature. Hurry up and subscribe if not yet done!
This hierarchy is reflected throughout the application, wherever we have a Parent and Child structure.
Ability to add priority while creating a job or while creating requisition
This feature enables users to add priority while creating a job or a requisition.
While Creating Requisition:
Note: Approvers can edit the priority of the job while approving requisition.
The approved requisition with priority will be shown with a Priority tag.
While Creating Job:
Note: Mark as priority checkbox cannot be edited if a job is created through requisition.
Ability to move candidates between jobs in Keka Hire
This feature enables movement of candidates across jobs with a single click. You can go to the Candidate list and then to the respective Candidate Profile, to avail this feature.
When the user clicks this option, he/she can select the job and the stage to which the candidate should be moved.
An event is also added in Setting-> Event Triggers. A Mail will be triggered accordingly based on the event configuration.
Note: By default, the event status will be disabled. Once the user enables it, a mail will be triggered.
Compliance reports under Delhi, Gujarat, Haryana & Karnataka
We have added another set of compliance report under Delhi, Gujarat, Haryana & Karnataka as follows.
- Form 21 – Annual returns
- Form 34 – Annual returns
- Form X – Register of wages
- Form XI – Wages slip
- Form B – Register of wages (Minimum wages act)
- Form B – Register of wages (Payment of wages act)
- Form IV – Annual returns
- Form VI – Register of wages
- Form V – Register of wages