Keka Updates – February
Restriction to avail comp-off prior to the credited date – Feb 29, 2020
Earlier employees were able to apply leave for any date (future date or past date, based on settings) irrespective of credit dates of comp-off’s.
Now we have restricted employees to avail comp-off leave prior to the credited date.
This is not restricted to any particular leave type as comp-off’s can be awarded for any leave type.
Example : Let’s say 1 comp-off has been credited for a leave type to one employee for date 29th Feb, 2020. And for that leave type employee has annual quota of 4. Now total balance for that leave type is 5.
When employee is trying to apply before 29th Feb, i.e on 28th Feb, balance will be shown as 4.
And when employee is trying to apply leave from 29th onward, balance will be shown as 5 as comp-off is credited on 29 Feb.
Minor Update – Feb 29, 2020
In “Year End Processing” previously if any balances are carry forwarded and have some expiry in the coming year then that expiry date is shown in both last year’s and current year’s leave policy explanation.
Now, for any leave type if balance is carry forwarded and has expiry in the coming year then that expiry date is not shown in last year’s leave policy explanation. Expiry date will only be visible in the current year’s leave policy explanation against that leave
- If any balance is in negative and in “Year End Processing” step if “Carry forward negative balance to following year” is selected then during after year end processing that negative balances will be carry forwarded to the next year and will be deducted from following year’s available balance. This information can be seen in “Time Attend >> Leave Reports >> Leave Year-end Process” report.
- Previously “Year End Processing” can be done after the completion of year. Now 15 days prior to the year end, “Begin Year End” option is visible to complete “Year End Processing”.
- We have modified attendance adjustments in inbox such that the data is shown as per the attendance adjustments requests in employee’s profile.
Minor Updates – Feb 25, 2020
Leave : Previously if any leave is expired then that expired leave is also taken as a count of leave request and that date was also counted. Now if any leave is expired then that will not be counted as a leave request.
Attendance : In “Arrival Details” report previously only 1 day can be selected to generate report. Now “Date Range” is added where a report can be generated for a maximum of 35 days.
Employee Activity Timeline – Feb 25, 2020
Visibility of Employee journey in an organization with each and every step from date of Joining to their last working day will give a better experience and accessibility for HRs or any other employees.
We are now providing employee timeline feature to enhance the visibility of all events in the employee profile. Data will be captured in reverse chronological order.
Employee timeline can be accessed from the path: Employee profile >> About >> Timeline
Admins (Global Admin, HR Manager, HR Executives) can configure visibility settings for all these events from the path Org >> Employees >> Settings >> Timeline.
You can give visibility setting based on different roles such as Reporting Manager, L2 Manager, Department Head and Above(It will include Department Head, Business Unit Head and Segment Head),Everyone one in the organization and Employee Themselves.
Hide event from timeline:
If you have configured the visibility settings of an event but still wants to hide any particular event in employee profile, this can be done from ‘Hide from timeline’ option which will be shown against that event. This option will be visible only for the events which are created due to external actions (Eg: Department change, probation period change etc..).
When any event is hidden, only that particular event related to that employee will not be visible for anyone else other than Admins. Hide from timeline can be done by Admins (Global Admin, HR Manager and HR Executives) only. They can show this event in timeline again when even they want.
Timeline events will only be created when you update the data from job tab in case of Job Title, Department, Reporting Manager, Worker type, Business Unit and Location.
If you mark these events as correction, Data will be updated in last log only if that event exists in timeline otherwise correction data won’t be captured. Data captured through bulk imports will not be considered in the timeline.
Events like Probation Completed, Last working Day, Work Anniversary will be getting created on that day itself automatically by the system. Salary Revised, Employee Resigned or Terminated, Added to Project, Removed from project such events will get created based on the event action.
Employee Settings moved to ORG tab – Feb 25, 2020
You can now access Employee Settings from ORG tab:
- Job Titles : You can add, update and delete job titles from here
- Employee Defaults : Employee default settings such as probation period, Time type and Worker type can be configured from here.
- Employee Number : New number series can be added and you can edit the existing number series.
- Timeline : You can configure visibility settings of employee timeline from here.
Path : Org >> Employees >> Settings
(This can be accessed by Global Admin, HR Manager and HR Executive)
Minor Updates – Feb 25, 2020
Core HR :
- Previously all drop downs were coming in random order. Now for better usability, All drop downs will now come in alphabetical sort order in Job tab and while Adding an Employee from Org >> Dashboard.
- Search and Select in drop downs of Employee >> Job Tab. Now you can search with required keyword to see the results in job tab drop downs
Ability to preview the expense requests during in approval process – Feb 25, 2020
With this enhancement employee can be able to preview the details of expenses which are in approval process also. This will helps the users to verify the expense details that are in progress at any instance in read-only mode, where in privileged user can be able to manage the expenses (edit/delete from claim).
Added direct link to preview the expenses details in all over the expense management which provides more user experience just by clicking on the request title.
Ability to manage employee payroll status in bulk through import – Feb 24, 2020
With this enhancement admins can manage employee payroll status like enabling or disabling in bulk through import.
This can accessed from Payroll >> Payroll Admin >> Summary >> Payroll Status >> Manage Payroll Status in Bulk.
During the import, admin can make necessary changes in the data that is being imported from preview screen.
Revamped Holidays List and Migrated to Time Attend Tab – Feb 24, 2020
Holiday tab is moved to “Time Attend” tab with few enhancements in User interface.
As a global admin/ HR admin, you want to see all the employees who are assigned to the holiday list in one place? Now, you can view it in the new tab “Employees” which is added under each holidays list.
for that, navigate to Time Attend >> Shifts and Holidays >> Holidays.
Ability to export IT declarations documents in bulk – Feb 22, 2020
With this enhancement admin can be able to export employee wise IT declarations documents in bulk, which helps the admin to verify the proofs submitted by each employee. Exported file will be composed with individual folders for each employee with name of employee along with the proofs that are submitted.
This can be accessed from following path: Payroll >> Payroll Admin >> IT Declarations Approvals
Admim can select the list of employees to export the attached documents from IT declarations screen.
Ability to consider future bonuses in Income Tax projections – Feb 22, 2020
With this option employees taxation amount of bonus will be distributed for the entire financial year before it got disbursed. So that employee can get more take home salary from the month of bonus got paid out also when instead of paying income tax after bonus got disbursed (if employee falls under taxable category).
This can be configured at each Pay Group level by navigating to :Settings >> Payroll >> Select Pay Group >> My Finance Settings >>Income Tax Projection and Deduction on Bonuses” section.
By selecting “Yes” over here all the future bonus which are part of that Financial Year will be considered into employees earned gross and income tax computation will be happens and distributed to all the pending cycles and same will be shown in Employee Income tax projections of that Financial Year.
Objectives report for managers – Feb 18, 2020
Managers wants to view the objectives of his reportees and check the progress of the objectives in one place. For that, we have added “Team Employee Objectives Report”.
Reporting manager/Manager of manager/Department head can view it from My team>>Performance>>Reports.
Ability to revise employee salaries with percentage through import – Feb 18, 2020
With this enhancement admins can be able to revise employee salaries by providing either “Salary” or the “Percentage” of change with current salary by choosing respective structure along with effective date.
This can be done by using the “Salaries with Effective Date Import” by navigating to the following path Payroll >>Payroll Admin >> Payroll Imports >> Import Salaries with Effective Date.
Revamped hiring flow UI for Hiro – Feb 18, 2020
New and revamped UI of hiring flow where there are predefined 6 stages i.e; Sourced, Screening, Interview, Offered, Hired, Archive. The user can’t able to edit Sourced, Offered, Hired and rejected stage. User can add new stages In screening and interview. User can drag a stage and can change the hiring flow.
Revamped Job details page UI for Hiro – Feb 18, 2020
New and revamped UI of job details page where user will be able to have a quick view whether they configured application form, hiring team and hiring stages or not. User can configure it from Getting started page. Users can hide this page once they are done with configuring. If they hide this page, they should be redirected to summary page.
In the new ui we are removing candidates tab from tap navigation and giving an option to toggle between candidates and job details.
New and revamped UI of application form where user will able to track the responses of the candidate applied for the respective job.
The job info UI is also revamped where user will see the basic details like location, department, salary range, job type and hiring date in a separate box.
Hiring team of a job is also revamped where user will now able to see the retired recruiters i.e;A retired recruiter cannot source or add new candidates, but have access to candidates that they have added earlier.
Ability to configure formula for Lump Sum amount in overtime – Feb 18, 2020
We have added an ability to define formula while configuring a pay code payment type as lump sum. This is an enhancement to the existing option where we were used to define only fixed values and this will give the ability to define a formula in overtime pay code . And this will be possible only if the account is having payroll feature else the current functionality will remain unchanged. For configuring formula in overtime pay code you have to navigate to “Time Attend >> Overtime >> Overtime Pay Codes”
Pay code configuration when payroll feature is enabled:
Pay code configuration when payroll feature is disabled:
Ability to see logs when there is a regularization request – Feb 16, 2020
When there are logs for the day and regularization request is made for that day then logs will be visible.
Logs will be visible in all the attendance regularization requests and if no logs are present then “No attendance logs” message will be visible.
Minor Updates – Feb 16, 2020
Ability to view email history by selecting a date range: Admin can now check the email history of an employee by selecting the date range. All the records in the selected date range will be shown and the same can be filtered with search
- Added date filter in Me>>Performance>>Goals to view the goals in particular date range.
- Ability for employee to view the overall rating given by a reviewer once review form is released (This will be based on settings)
Leave : Earlier, we used to show only one decimal while showing leave balance, now we have changed it to two decimals.
Added a new report showing all leave requests of relieved employees. – Feb 16, 2020
Added a new report showing all the leave requests of relieved employees for the selected date range.
This report contains leave requests with status pending, approved, rejected, cancelled, partially approved.
This report is visible to Global Admin, HR Manager, HR Executive.
How to view this report?
Time Attend -> Leave Reports -> Leave Requests of Relieved Employees
Added a new report showing shifts and week-offs of all the employees for the selected duration. – Feb 16, 2020
We have added a new report showing shifts/week-offs of all the employees for the selected duration. Maximum duration allowed is 35 days.
For Shift – By default shift code is shown in the reports and if shift code is not present then shift name is shown.
For Week-off – By default “Weekly Off” is shown.
This report is visible for Global Admin, HR Manager, HR Executive.
How to view this report ?
Time Attend >> Attendance Reports >> Employee Time Assignments Reports
We have also provided a filter “Employment Status” where relieved employees and working employees shift/week-off report can be shown separately. And from the date employee relieved, in report “Relieved” status is shown against the dates.
Minor Updates – Feb 14, 2020
Core HR :
- Added search bar for departments in ‘Org Structure’ : Now the department can be searched from the search bar and the results are displayed accordingly. If child department is search it is displayed along with the parent department and as well if the parent department is searched it is displayed along with its child departments.
- Added invitation status column in ‘Never Logged In’ report : Now it is easy to find if the reason behind the employee not logged in is because employee was not invited or not registered even if the invitation is sent.
- Added cancelled date column in Exits -> Notice revoked : Able to see the cancel date of the employee exit request.
- Added Letter Attributes
- Initially we had only “Current salary” letter attribute which will show the CTC of the employee excluding the bonus amount. But now, we have added a new letter attribute i.e. Current Salary with Bonus under employee salary info which will show CTC with bonus.
- Full Salary for showing the full salary of employee.
- Full Salary Structure without others for showing the salary structure of employee excluding other Charges of Provident Fund paid outside the Gross Salary of an Employee
- Full Salary without others for showing the full salary amount of employee excluding the other charges that are paid outside.
- Ability to hide polls for employees in notice period. To hide the polls from notice period employees select the checkbox “Exclude employees on notice period”.
Added Search and Select drop down values in Employee Profile >>Job Tab so that it is very feasible for the customer to search and select when there are many options.
Enhancements in Documents – Feb 14, 2020
We have made it more feasible for customers to perform actions on employee documents like Bulk download of documents, Ability to view documents by both employee type and document type.
1.Bulk Download of Documents
- Initially, there is an ability to download only a single document at a time. But now, we have the ability to bulk download the documents by either employee type or document type.
- If the documents are bulk downloaded by employee type, then all the documents of that specific employee which are submitted and verified are downloaded.
- If the documents are bulk downloaded by document type, then all the employee documents of the specific document type are downloaded.
2.Ability to view documents by employee type and document type
- Now it will be easier to view the employee documents effectively with 2 filters i.e. By Employee and By Document
- By Employee : All the documents that are submitted by each employee can be viewed.
- By Document : All the employees who have submitted that specific document will be viewed.
Daily Email Digest – Feb 14, 2020
Getting a summarized email notification every day morning with all your pending actions and import information will give you a great experience and better visibility. You can configure this daily email digest template and the time at which you want your employees to be notified. Digest will be sent at selected time duration based on the timezone of the location assigned to employee.
Global Admin can configure this digest settings from the path: Settings >> Integrations & Automation >> Email Digest
Widgets that can be included in daily email digest are,
- Birthdays Today
- Work anniversaries Today
- Off Today (On leave)
- Work From Home today
- On Duty today
- All pending actions
- Helpdesk waiting on tickets
- Timesheet pending approvals
- Performance reviews
- Leave and Comp-off requests
- Attendance requests
- Expense requests
- Loan requests
- Onboarding tasks
- Exit tasks
- Exit requests
- Profile approvals
All these widgets can be configured to send the details within team members / with in department / with in location / Every one in the organization
A sample mail can be sent for the selected employees to check how the template is looking in your mail box. This can be done by clicking on ‘Send sample mail’ option provided above the template.
Digest will not be sent for the day if there are no pending actions or information in the selected widgets.
Daily Email Digest can be disabled for the entire organization if they don’t want to send the notifications. This can be done by clicking on ‘Disable’ option provided in Email digest settings
Note: Daily email digest will be delivered with the from email address ‘email@example.com’. Please white-list this from email address if you are facing any issue in receiving this notification
Want to add Quick Links? – Feb 14, 2020
Quick Links can be an easier way to navigate to frequent pages or websites. We now have ability to add quick links from Settings -> Company Settings -> Quick Links.
Global Admin / HR Manager / HR Executive can add maximum of 4 quick links and same can be seen by employees on their dashboard.
These quick links will be shown to all the employees on their dashboard
Note: To enable this feature, please reach out to firstname.lastname@example.org
Minor Updates – Feb 12, 2020
- In “No shows report” now users can see the regularized days.
- Ability to make Work From Home and On-duty request for 30 days on an instance.
Ability to add private comments against a candidate in Hiro – Feb 11, 2020
Earlier when the user wants to add a comment and that comment shouldn’t be visible to any interviewers or if the user wants to add the comment as private, then the user is not able to do so. But now the user can add a private comment against a candidate.
The user can give private note to a candidate from:
- Candidate profile
The user will get a lock icon against a private note.
Privileges for private note:
- While providing a note, if private option is chosen, it’d be visible to Global Admin, Super Recruiter, Team Lead, Global Recruiter and the user who have created it.
- Interviewers will not be able to give any private comment to candidates.
- Global Admin can edit a note given by others but he/she can’t able to change the privacy of note given by others. Only the one who gave note has ability to change privacy of a note.
Revamped Career Portal UI of Hiro – Feb 11, 2020
New and revamped UI of career portal facilitates to view them in a better way with details of each one like each job opening have the job name with location, on hovering to the job opening the job will be changed to theme colour. We have made the website mobile friendly. When the user clicks on the company logo the page will redirect to all job openings.
New field like company website to capture company’s website url were added. When the user clicks Home button present at the top right corner of the career portal, the user will redirect to the company website.
Two new fields fav icon and theme colour has been added. The user can configure the theme colour and fav icon of the career portal from Settings->Career Site. User can change the theme colour and fav icon of the careers portal.
Ability to apply to the same job role based on the setting configured in Hiro – Feb 11, 2020
Earlier a candidate is not able to apply for the same job multiples times. But now we are giving a setting in which if the user select this option then an applicant can apply for the same job after the given time period.
The user can get this setting while adding a new job in basic detail page.
An user can edit existing job and can select the selecting and can change the time period also
Global Admin, Super Recruiter and Team Lead have privileges to select this setting.
Ability to configure email notification when reporting manager is changed for an employee – Feb 06, 2020
When a new reporting manager is assigned to the employee or when the existing reporting manager is updated, we will be sending a notification which will be sent to the new reporting manager by default. Now the Global Admin can configure the email template, subject as well as the recipients to whom the notification need to be sent.
This can be configured from the path: Settings > Integrations & Automation > Event Triggers > Reportee Assigned event
Ability to view asset details in employee profile – Feb 06, 2020
Instead of going to assets page all the time to check the asset details which are assigned to employee, Global Admin / HR Manager / HR Executive can view the asset details and history by clicking on Asset name in the employee profile.
Employee them selves can also access this from their profile
Send Reminder mail for pending receipt submission – Feb 06, 2020
Ability to send reminder mails for the cash advances issued by the employer to employee on behalf of the advance requests raised. With this functionality admins can send emails to employees to remind about their dues that need to be cleared on or before the due date.
Admin can remind for each pending requests or can do the same in bulk by selecting the employees. This can be done from Org >> Expenses & Travel >> Pending Receipt Submissions
Email Template: When employee is pending with more than one advance request
Email Template: When employee is pending with more than one advance request
Ability to restrict employees from applying defined number of leaves during probation period – Feb 05, 2020
We have provided a setting for user to restrict employees from applying more than defined number of leaves during probation period.
How to configure this setting ?
Leave type Configuration >> Leave Restrictions (4th Step) >> “x” days from Joining Date (setting)
For example, If 5 days are given as the maximum number of leaves that can be availed by employee during probation period, then all the employees who are having this leave plan and are in probation period can only apply 5 leaves for this specific leave type.
Check your employee availability status from employee profile page in Keka HR mobile app – Feb 04, 2020
An employee logged into Keka HR mobile app can now check an employee’s availability (IN/OUT status, leaves, work-from-home and on-duty statuses) from Keka mobile app.
In order to check the availability status of the employee, user needs to navigate to the employee’s profile. To access an employee’s profile: Go to Org tab >> Employee Directory >> Search for the user to open his/her profile page
Users can also view the status of their team members by navigating to ‘My team’ tab, selecting the team member’s name to view his/her profile.
Please update to the latest version available on Play Store to avail this feature.
Update to the latest version of Keka HR Mobile App from the links given below:
Keka mobile app made more secure with Touch ID/Passcode – Feb 03, 2020
Keka app contains confidential information regarding employees such as employer details, finance details and attendance. In order to avoid any potential data breach, Keka app can be secured using device Touch ID/ Passcode. This will help in denying access to unauthorized users from trying to access the information contained in the application.
When this setting is enabled, Touch ID or passcode is required every time you open the app. Inbuilt device authentication mode is used to secure the device i.e. if the user has enabled passcode for their device, Keka will ask passcode for authentication. If your device has no authentication enabled, Keka app will help you in enabling the device authentication.
Note: User can avail for Touch ID/ Passcode authentication only when device authentication is enabled.
Please update to the latest version available on the play store to feel the awesomeness.
Latest version of Keka Mobile App available in the below links:
Ability to assign Onboarding flows for employees in bulk through excel import – Feb 03, 2020
For all the employees whose onboarding is skipped while adding the employee, we already have bulk onboarding flow assignment option, the user can assign a single flow to all the selected employees through that option, now we have implemented the ability to assign different onboarding flows for the selected employees through excel import
- User can select the required employees from Org > Onboarding > Start >Skipped screen and click on ‘Start Onboarding will Excel import’ option
- All the selected employees data will be pre-filled in the downloaded excel template
- User can select the required onboarding flow from the ‘Onboarding flow’ drop down in the excel file and import the file
This import option will be available only if the organization has Employee Onboarding feature