Kelola documentation

What Kelola does, who does what, and which guide to read first.

Kelola is HR software for growing teams. These guides show you how to set up your company and run it day to day. This page explains what Kelola does and what each role can do. Then it points you to the right guide.

What Kelola does

Kelola keeps your people operations in one place:

People. Keep every employee record in one list. Invite people one at a time, or import many from a CSV file. When someone leaves, you offboard them. Kelola keeps their attendance, leave and audit records.
Org structure. Create departments and positions. Positions show who reports to whom. Kelola uses this to decide who approves each person's leave and shift fixes.
Attendance. Employees clock in and out by scanning a QR code with their phone. Kelola checks that the phone is inside the geofence (the allowed area around the office). It marks each arrival On time or Late, based on the person's work schedule. An employee with no office location clocks in remotely, with no location check. If someone forgets to clock out, they ask for a shift fix.
Leave. Set up leave types and company holidays. Employees request leave, and their manager or an admin approves or rejects it. Kelola keeps each person's leave balance.
Schedule. Plan your team's week of shifts, then publish it. Each person with a shift that week then sees it and gets an email.
Payroll. Set up pay components, then run payroll for a month. Kelola makes a payslip for each active employee who has base pay. When you finalize the pay run, each of them can see their payslip and gets an email.
Reports. See worked days, late arrivals, leave and absences for a period of up to one year. Export them as an Accounting CSV or a Payroll CSV. These files hold days and minutes, not money.
Audit log. See every sensitive change, who made it, and when. Entries are never edited or deleted.
Billing. See your plan and how many of its seats you use. Each employee uses a seat until you offboard them, and an invited person uses one too.
Notifications. The bell tells managers and admins about new leave requests and shift fixes. It also tells you when your own request gets a decision. Kelola also sends email for most of these updates, and for a published schedule or a new payslip. In Preferences, each person chooses which of these emails they get.

Who uses Kelola

Each person in your company has one of four roles:

Owner. The person the Kelola team invited when it created your company. The owner can do everything an admin can do. Nobody can change the owner's role on Roles & access.
Admin. Sets up and runs the company. Admins get People, Attendance, Reports, Payroll and every page under Settings. They also get My team for the whole company, so they can approve requests and plan shifts for anyone.
Manager. Leads a team. Managers get My team: Team overview, Schedule, Approvals and Team calendar. They see, schedule and approve only the people who report to them. Kelola works out who reports to whom from your org structure.
Employee. Uses My space for their own work.

Everyone has My space, including owners, admins and managers. Each person you invite starts as an Employee. An owner or admin can change the role later in Settings → Roles & access.

Use My space for your own work

My space holds the tasks you do for yourself:

My profile. Update your phone number, your address and your emergency contact. Upload documents such as your contract or your ID.
Clock in / out. Show the QR code on one screen, then scan it with your phone to clock in or out.
Shift fixes. If you forgot to clock out, ask for a fix. Your manager or an admin approves or rejects it.
My attendance. See your own clock-ins and clock-outs, one month at a time.
My leave. Request leave and see how many days you have left.
My schedule. See your upcoming published shifts.
My payslips. See and download your payslips after each pay run is finalized.

Your Home dashboard

Home is the first page you see after you sign in. It shows what is happening across your company today.

Owners, admins and managers see four numbers:

Headcount: your active employees, and how many of your plan's seats you use.
Present today: how many people have clocked in today, or are still on a night shift that started yesterday.
On leave today: how many people are on approved leave today.
Pending approvals: leave requests, attendance corrections and shift swaps that still need a decision. Owners and admins see the whole company. A manager sees only the requests of the people who report to them, the same ones as in Approvals.

Employees see Present today, On leave today and My pending requests. My pending requests counts your own leave requests, shift fix requests and shift swap requests that still wait for a decision.

Everyone also sees two cards:

Attendance today is a chart of today's clock-ins: On time, Late, Remote and Adjusted. It also counts the people who are Not in yet.
Out today lists up to eight people who are on approved leave today, and until when.

At the top of Home, employees and managers get a Clock in / out button. Owners and admins get Reports and Add employee instead. A page for a role you do not have shows Access denied instead of its controls.

Kelola documentation

What Kelola does

Who uses Kelola

Use My space for your own work

Your Home dashboard

Your data stays separate

Start here

Set up

Daily work

For managers

For admins

Your account