Keka Updates – March
Inbox archive in mobile app along with few enhancements in inbox. – Mar 29, 2020
User can now view all the archived requests under “Archive” tab in inbox for requests such as leave, compensatory off, attendance adjustment, working remotely, remote clock-in and expense related requests. Following is the path to view archived requests. ME -> Inbox -> Tap on request type (for ex: Leave Requests) -> Archive.
Users can now ‘select all’ the requests with a single tap and bulk approve or reject them at once. This can be done by long pressing and then tapping the select icon in the top left corner as shown below.
While approving a remote clock-in request, user will now be able to view the location of all the logs in remote clock-in request by tapping either on the location name or location icon.
User can now have a track on status of all the requests in inbox through the approval logs which will be displayed in the detail page of every request.
To avail this feature, please update to the latest version on Play Store or App Store.
Update to the latest version of Keka HR Mobile App from the links given below:
Ability to configure selfie clock-in from capture scheme – Mar 27, 2020
Now we made it easy for the configuration of Selfie clock-in. You can find it capture scheme itself.
Navigate to Time attend >> Attendance tracking >> capture scheme >> capture scheme configuration 3rd step(Remote Punches).
In 3rd step of capture scheme configuration after enabling the setting “Allow employees to do remote clock-in using Keka mobile app” you will see a setting “Do you require employees to take selfie when doing remote clock-in/out?” under this there will be five options with radio buttons respectively.
Note: Selfie clock-in feature is available for Growth subscription and Strength subscription only.
Enhancements in Helpdesk – Mar 27, 2020
Additional setting in helpdesk category “Allow employees to reopen closed tickets”:
If an employee raised a ticket and is closed without proper response or the problem is not resolved yet, with this setting, employee can now re-open his/her own tickets from the path Me > Help desk > My Tickets > Closed tickets
Employee can change the status of the ticket as ‘Open’ and update the details. The ticket will automatically get assigned to the previous assignee.
This settings can be managed in each category level as shown in the below picture.
Ability for admins to export helpdesk tickets conversation in pdf
In Org >> Helpdesk >> Tickets : Admins can now export the ticket conversation in pdf. This option will only be visible from Org >> Helpdesk for privileges users not from Me >> Helpdesk. Entire conversation along with the attachments will be downloaded in readable format which can be used for auditing purposes.
Ability to configure two conditions in work hour based penalization – Mar 24, 2020
Previously users were able to configure penalization for work hour shortage based on work hours in a day (or) average work hours in a week (or) average work hours in a month.
Now we have provided a setting to configure penalization for work hour shortage based on work hours in a week as well as day-wise or in a month as well as day-wise.
How to enable it:
Navigate to Time attend >> Attendance tracking >> tracking policy
While configuring tracking policy, in 4th step(Work hours) if deduction period is week or month there is the setting “Employees are penalized if there is a shortage of effective hours on any given day” with a checkbox visible. Enable it.
For example: User wants to penalize employee when employee has less than 90% gross hours in a week, but also wants to penalize the employee for failing to complete 50% in a day. User can configure the tracking policy in the following way.
Ability to configure which shifts and weekly-offs to show in shift board – Mar 24, 2020
We have enhanced shift board such that users can configure which shifts and weekly offs to be shown to the shift board manager.
How to configure this setting:
Navigate to Time Attend > Shifts & Holidays > Shift board
Click on “Add shift board” button to create a new shift board with this setting or click on “Update shift board info” icon to update any existing shift board.
Now users can select if they want to enable shift board managers to be able to assign only predefined shifts and weekly offs or ad hoc shifts.
If the ‘Board managers can only assign predefined shifts’ check-box is unchecked, then shift board managers will be able to assign ad-hoc shifts.
If the ‘Board managers can only assign predefined weekly-offs’ check-box is unchecked, then shift board managers will be able to assign ad-hoc weekly-offs
Once the configuration is done, shift board managers can only view the selected shifts in the shift board as shown below.
In this way users can restrict the shift and week-offs that need to be shown for a shift board manager.
Additional setting to skip approval level after ‘X’ days in expense approval chain – Mar 24, 2020
If all employees in an approval chain are not available for few days and the request is still in pending approval without any notice to the next level approvers, it’ll be difficult for you to track all such requests,
To solve your problem, we have provided an additional setting in the expense approval chain. If you configure to skip the approval after ‘2’ days, the request will be sent to the next level after 2 days if the first level approvers didn’t take any action within those 2 calendar days.
This can be configured from the path: Org >> Expenses & Travel >> Expense & Travel policies >> Approval chain of any policy
Ability to configure Pay Group Admin – Mar 22, 2020
An organisation can have multiple people (known as Payroll Admins) managing the payroll of different legal entities, or different group of employees (Known as Pay Groups) on Keka. To cater to such organisational needs, we have introduced the ability to create Admins for Pay Groups. Each Pay Group admin can manage all payroll related activities for his/her Pay groups only.
If you are a Global Admin, create Pay Group admins by following these steps:
Step 1: Go to ‘Settings >> Roles & Permissions’
Step 2: Now go to Payroll Admin and click on ‘Manage users’ link on right hand side.
Step 3: On the screen that appears, choose ‘Pay Group’ for which you want to specify access, under ‘Scope’.
Step 4: Once done with choosing the ‘Pay group’ under ‘Scope’, choose users you want to give admin access to. You can add multiple users to give Pay Group Admin access.
A Pay Group Admin can manage the following, for the assigned Pay Group:
- Payroll finalization
- Employee finances
- Payroll Reports
Note: Pay Group Admin will not have access to make changes to Payroll Settings, Accounting & Perks and this feature will be available by upgrading their billing subscription.
You can now configure the Role & Permissions as per your organisation requirements -Mar 21, 2020
At Keka, we understand your problems and provide our best solutions always to increase your experience with our modern HR System. Every organisation will have their own management structure where an employee will be assigned to perform a particular task in the organisation and without revealing the secured data related to the other tasks which they don’t have access to. For Eg: If you want to give access to view all employees salary details to any of your admin but you don’t want them to perform any actions on employees’ salary are few such examples where your expectations will be based on your needs
We solved your problem. You can create your own role with the name that suits your needs and yes.. you can define the privileges for that role. This sounds Awesome….. as Keka always do 😄. This is not just limited to the User Roles, you can even configure the implicit roles as well which will be automatically assigned to employees as part of system functionality Eg: Reporting Manager, L2 Manager etc..
Global Admin in the organisation can create the roles from Settings > Roles & Permissions. By clicking on ‘New Role’ button, you’ll be redirected to create new role popup where you can create add role name as per your requirement and don’t forget to write a short description which gives you a quick view of the privileges that you have defined.
We have given privileges for Assets, Employee Documents, Organisation Documents, Employee Letters, Helpdesk, Leave, Employee Finance features. We will be implementing for the remaining features as well across the application.
Privileges related to each feature will be listed out. Select the checkbox against the privilege that you want to assign to that role and save your role after selecting all the privileges. We have provided description for each privilege to give you a better understanding of what that privilege allows the user to do.
Here comes the assignment part, Click on ‘Manage Users’ option provided against the role created in ‘User Roles’ page which will navigate to the role assignment page. You can assign employees to the created role from this page and save the changes made.
We have also implemented scope based assignment of roles but is limited for only HR Manager and Payroll Admin role for now. We will be working on remaining roles as well. You can define the scope by selecting any location or department in the organisation. An employee can be added under multiple scopes. A scoped HR Manager can view the employee reports data related to only that scoped employees and can generate letters to only the scoped employees and can view the employee profile details.
Implicit roles privileges can be configured by clicking on ‘Edit Permissions’ button in Implicit Roles tab. You can define the permissions by selecting the checkbox provided for each role: Business Unit Head, Client Manager, Department Head, L2 Manager, Project Manager and Client Manager
The employees will get access according to these new privileges once after they logout and re-login.
**Note**: We are further enhancing this feature with complete set of privileges across the application which can be set as per your organization hierarchy, don’t miss it out. Please upgrade your subscription or Opt for this feature (Addon) separately to experience this new feature.
Added Form-P , Annexure-1A of Tamil Nadu and Form-XIII compliance forms of Maharastra – Mar 21, 2020
Form-P (Register of Advances paid, Deductions for damages or losses and fines) :
Employer need to maintain Register of Advances paid, Deductions for damages or losses and fines. Employer shall maintain a unified register, month wise as shown in the below image.
To view this report navigate to Payroll >> Reports >> Compliance Reports >> Form-P.
Annexure 1A – Wages/Salary Paid details:
This report gives the details of wages paid by the employer to the employees in the each month.
To view this report navigate to Payroll >> Reports >> Compliance Reports >> Annexure-1A. The format is as shown in below image.
Form XIII – Register of Workmen Employed by Contractor:
This report gives the all the employees details in that particular FY. And this is generated on the FY basis.
To view this report navigate to Payroll >> Reports >> Compliance Reports >> Form-XII.
Minor Updates – Mar 21, 2020
We have added capture scheme explanation. It consists of the details regarding capture scheme assigned to the employee. We can find it by navigating to Me >> Attendance or Employee’s profile >> Time >> Attendance.
Awarding half & full day comp-off (lump sum), irrespective of OT hours worked – Mar 19, 2020
The system now allows you to configure awarding of comp-off as full day/half day (lump sum assignment), irrespective of the number of hours an employee has worked.
To enable this setting, follow the steps below:
Step 1: Navigate to Time attend >> Overtime
Step 2: Choose the Overtime policy for which you need to configure half/full day comp-off configuration
Step 3: Go to configuration screen of the policy and navigate to Step 2 – Overtime Configuration.
Step 4: Select the option “Comp-off is awarded as full day/partial day based on OT hours worked”, and do the necessary configurations.
The below screen shows you the following sample configuration:
The company wants to credit half day comp-off to employees who work more than 2 hours and 1 day comp-off for employees who work more than 4 hours.
Here employees who work more than 2 hours of overtime will get credited with 1/2 day comp-off and who work more than 4 hours of overtime will get credited with 1 day comp-off.
Ability to import employees without Email (In case of Username login) – Mar 19, 2020
If UserName login is enabled for your organization, you can now import employees in bulk without giving dummy emails addresses. In case of login with Mobile OTP, if the employees doesn’t have any official email addresses and they would login only with OTP, you can import those employees by giving mobile number and leaving the email field as empty.
If you want your employees to login with both email address and Mobile OTP, you must provide both email address and mobile number while importing employee details. Either of them are required to import the employees into the system.
Global Admin / HR Manager / HR Executive can do this import from the path Org > Dashboard > Bulk add employee details
As part of this enhancement, we are displaying all the errors in ‘Preview Data’ step instead of showing online editor. This way, you can view all the errors quickly and fix them in the excel file. Re-upload the excel file after resolving all the errors
PS: Email is optional in employee import only if UserName login is enabled for your organization. Otherwise you cannot import the employees without providing email address
Ability to update employee details through excel import -Mar 19, 2020
Employee details such as Display name, Mobile number, Work number etc.. can be updated in bulk now though this excel import. Global Admin / HR Manager / HR Executive can access this import from the path Org > Dashboard > Bulk Update Employee Details or from Settings > Data Imports. Only existing employee details can be updated through this import. Please use ‘Bulk Add employee details’ import to add new employees.
In second step of Importing, i.e. ‘Match Columns’ step, user need to select the columns which they want to update. Only the selected columns gets updated for all the employees provided in the excel file. If no column is selected employee details will not get updated even if the import is done successfully.
We have provided an additional option as ‘Erase existing data if value is empty’. This option can be used to remove the existing data of that field for all the employees. You can erase the data of mandatory fields which are provided in the excel file.
We are displaying all the errors in the excel file in ‘Preview Data’ step which will allow you to view the errors quickly and update in your excel sheet. Re-upload the excel sheet by correcting all the errors and do not forget to select the fields that need to be updated.
Import status and the uploaded excel file can be tracked from Settings > Data Imports section
Minor Updates – Mar 18, 2020
Core HR :
Ability to see the leave history of a specific leave type in Me >> Leave: Employees can now check the leave history of a specific leave type easily by clicking on history icon provided for each leave type in Me >> Leave
Previously while adding “Code” for any leave type only 2 letters were allowed. Now we have extended that length to 4. Now leave type code will accept up to 4 letters.
Ability to contribute complete PF employer share to EPF instead of EPS after employee attaining the age of 58 years
Ability to capture the work hours of an employee only between shift hours and penalizing them accordingly – Mar 18, 2020
Suppose an employee has shift timings as 10:00 AM to 6:30 PM and those shift hours are crucial work hours for the company.
The employee comes to office at 9 AM and finishes the required effective hours to leave early or take long break duration in between the shift timings which is not productive for the company.
So to penalize the employee there is an option to capture the work hours of an employee only between his/her shift timings in attendance tracking policy.
How to enable this option
Go to Time attend >> Attendance tracking >> Tracking policy
In 4th step of the tracking policy configuration(Work hours)
If this option is selected, all the work hours before shift start and after shift end will not be considered for the purpose of work hours penalization.
If employee is penalized then in penalized leave report, employee’s leave history and employee’s attendance tab note will be shown as example “Leave deducted as effective hours on 28-02-2020 are less than desired effective hours (work hours considered between shift timings).”
Ability to download timesheet reports based on applied filters – Mar 18, 2020
Previously for timesheet reports, even when the filters are applied complete report is being downloaded (pdf and excel).
For that we have added the ability to download timesheet reports based on applied filters. Now report will be downloaded based on the filters applied.
Example : Let’s say in “Task Info” report some filters are applied and based on the filters report is generated.
After downloading the report, the data which is generated is being downloaded.
Approval chain for employee exit requests – Mar 16, 2020
In any organization, employee exit processing plays a crucial role where multiple stake holders need to approve when an employee exit is being initiated or employee made resignation. Now we have given ability to configure an approval chain for both termination and resignation individually so that the respective stake holders can take necessary actions.
Global Admin / HR Manager can now configure approval chain for exit requests from the path Org > Exits > Settings > Resignation Settings / Termination Settings.
If Approval chain is not required, you can even disable the approval chain which leads to auto approval and confirmation of employee exit requests.
All the employees who are added as part of the exit approval chain can access the pending requests from Inbox and take necessary action as required. Email notification will be sent to each of the employees in the approval chain to notify regarding the action required. No change in the functionality for the template and recipients configured in Event triggers. Event triggers will work as they are functioning now. Pending approval notifications will be sent to the next level approvers when each level is approved and this notification cannot be configured.
All the pending exit requests will be shown under ‘Pending Approvals’ tab at Org > Exits Irrespective of the approval chain settings, Global Admins / HR Manager can approve or update the employee exit requests for Pending approvals section or from employee profile as well. Resignation and Termination reasons have been moved to separate tab at Org > Exits > Settings > Exit reasons
Employee notice period will be considered from the date when exit request is made, not when the request is approved. Though the Admin can change the last working date when ever required. When employee resignation type is changed (Resignation / Termination) or if last working date is updated even before the request is approved, the approval will be reset and starts from first level again.
As part of this new feature, we have removed the ability for reporting manager to initiate exit for an employee. We will be handling these privileges in upcoming features.
Employee status will be relieved only when the last working date is completed and the exit request is approved. If employee last working date is completed even before the request approval, employee cannot access the application.
Minor Updates – Mar 16, 2020
Core HR :
- Added a multi-line comment box for polls. So now, the employees can add their own comment along with the poll response.
- All the poll comments can be viewed by the admin when clicked on “view comments”
Enhancements in Documents – Mar 13, 2020
- While any new document is being verified, the old document data is maintained until the new data has been accepted through verification.
- And if the changes/updates are rejected, then the old document still persists.
Minor Updates – Mar 11, 2020
We have given the ability to add decimal values for daily wage salaries.
Implemented ability to view leave type configuration under a leave plan – Mar 11, 2020
As a Global admin/HR admin, you want to view the leave type configuration under a leave plan without updating it?
Now, you will be able to see “View” option for leave type configuration under leave plans. With this you can view the leave type configurations without updating it.
While “viewing” leave type configuration all the settings are disabled.
Rejecting individual expense from an expense claim – Mar 11, 2020
In general an expense claim can be composed with multiple expenses in it ,wherein admins will take action on the individual expense. During approval process admin might reject an expense due to several reasons such as improper bill attachments, invalid expenses details, etc,.. .With this enhancement, users can now reject the individual expense instead of deleting it from the claim or rejecting the complete claim.
To do so the claim must have multiple expenses in it. While rejecting an expense from a claim admin can provide the reason for each expense in the preview. This can be done by clicking on the cross icon against each expense that is on each expense detail card situated in the left hand side.
An email will be sent to the employee along with the expense details and the reason for which it got rejected.
Revamped ‘Leave Plan’ settings and migrated to ‘Time Attend’ tab – Mar 05, 2020
‘Leave Plans’ and ‘Leave Types’ tabs are moved from Settings >> Leaves to ‘Time Attend’ tab with enhanced user interface.
Previously, Admin/ HR cannot see count of leave types assigned to one leave plan and how many employees are assigned to leave plans. Now everything related to leave plan, such as leave types count and employees who are assigned to leave plans, can be seen under the same tab Time Attend >> Leave.
We have segregated ‘Leave’ into two sections :
1) Leave Plans
2) Leave Types
Leave Plans : Under ‘Leave Plans’ tab all the leave plans can be seen with details like leave type names along with configurations and employees assigned against each leave plan.
Leave Types : Under ‘Leave Types’ tab all the details of leave types with description can be seen.
Enhanced the functional flow of Perquisites – Mar 05, 2020
Configuring a Perquisite as either Recurring or Adhoc
With this functionality a perquisite can be configured either as recurring or Adhoc.
Adhoc Perk: A perk that not part of regular monthly salary and is only paid out as and when required, can be called as adhoc perk. This perk will only be considered in the Financial Year it is paid out in, for taxation purpose. Few examples of such perks can be, Joining (Bonus) Perk, Termination Perk, etc.
Recurring Perk : A perk that will per part of regular salary of employee (part of CTC) and is considered every month for the purpose of benefit and taxation. Such perks are associated with salary structures, and can be added/removed from employee’s salary structure during revision.
Ex: Rent Free Accommodation, Free electricity, gas & water supply, Free domestic servant (Provided/Paid by employer)
To configure a perk, navigate to Payroll >> Perks.
Click on ‘Add Perk’ and fill in the details of the perk you wish to configure.
Configuring perk and its taxable amount – Fixed amount or Expression/Formula based
A perquisite value/calculation can be configured either as a fixed amount or formula, using any of the available salary components, including Bonuses, Standard Deduction, etc.
Note: Perquisites cannot be deleted once it is assigned to an employee and has been processed at least in one of the months.
Managing perks from employee’s pay timeline
Admins can now assign perks to employees by navigating to Profile >> Finance >> Pay > Salary. Click on ‘+ Add Perk’ to add perk to employee’s salary structure.
Things to be noted:
- Admin can add perks to the current as well as any future revision of salary.
- Perks that are not yet processed along with salary, can be edited or deleted from employee’s salary.
- Perks can be added anytime during the ongoing FY, and respective value of perk and tax will be prorated.
Showing Perquisite monetary amounts in employee timeline based on configuration
Admin can also configure Perks just for tracking purpose, while hiding the monetary value of the perk from employees. Under such configuration, the monetary value of perk will only be visible to admins and employee will not be able to see the value of perk.
Example, “Car Driver” is a perquisite that is being provided by employer to an employee. For such perks, employer might need to have a visibility, whereas the same is not required to be seen by the employee.
To configure a perk in such manner, choose option as ‘No’ (as shown below) for ‘Do you want to show monetary value of perquisites to the employee?’
Tax on Perquisite – Report
When a perk is taxable and the tax amount is being born by Employee, the surge in tax amount due to any perk, can be identified using this report.
Ability to map employees to challan while generating Form 24Q – Mar 05, 2020
We have made a few enhancements to employee challan mapping in “Income tax and TDS management (Form 24Q)” enabling the users to custom map employees to the respective challans. Previously when a user add multiple challans, then system automatically map an employee to any of those challans based on the tax and challan amounts. From now on user will be able to map the employees while adding the challan itself.
How to map employees while adding challan?
After filling the challan details when user clicks on “Save and Continue”, user will be navigated to employee custom mapping screen as shown below,
Ability to import organization locations in bulk through excel import – Mar 04, 2020
Locations import will help the HRs to add locations in bulk when there are multiple locations to be added. Admins (Global / HR Manager / HR Executive) can import the organization’s locations in bulk from the path: Org >> Org Structure >> Locations – Import location
History of this import can be tracked from Data imports at Settings >> Data imports section.
Option to restrict employee to apply for leave during certain time period – Mar 04, 2020
There might be situation where admin don’t want employees to apply leave for a particular time period.
For this we have given an option that can restrict employees from applying leave from the selected date to month end date.
Setting : “Restrict employees from applying leave from x of every month” where x is a date of the month.
If setting is selected as “Restrict employees from applying leave from 25th of the month,then employees will not be able to apply for leave from 25th to last day of that month”.
How to configure this setting?
Leave Type Configuration >> Leave Restrictions
Now when employee is trying to apply leave (for any date) then restriction is shown “You can’t apply leave between 04 Mar 2020 to 31 Mar 2020” (04 is the mentioned date and 31st is the month end date.)
Employees can see their carry over balance while viewing the leave balances – Mar 04, 2020
Whenever an employee viewing the leaves, he wants to know how many leaves are carry forwarded from previous year. Now, he can view it in Me>>Leaves>>Summary while viewing the leave balances of a particular leave type.
Employee will be able to view the label called “Carryover” where he/she can view the carryover balance(Negative or Positive) of a leave type