Edit an employee's record

After you add someone, you keep their record up to date on the Edit employee form. You can move them to a new position, change where and when they work, change their role, or suspend them. You also enter their pay details there. This page explains what each field does and where each change shows up.

Before you start

• You need the Owner or Admin role. Only owners and admins see the People menu.
• If you can, add the options you want to pick first. Add departments and positions in Settings → Org structure, and office locations and work schedules in Settings → Company. See Build your org structure and Set up your company.

Open an employee's record

1. Go to People. The Employees page opens.
2. On the person's row, select the pencil icon. Edit employee opens.

You cannot open the record of an offboarded person. Their row shows Reinstate and a calendar icon instead of the pencil icon, and it appears only when you tick Show offboarded. The calendar icon changes their last working day. To change anything else, reinstate them first. See Onboard your team.

Know the four parts of the form

The form has four parts, from top to bottom:

If the person has not added any contact details yet, a short message appears in place of Contact & emergency.

Change the main fields

1. Open the person's record.
2. Change the fields you need. The sections below explain what each field does.
3. Select Save changes.

Kelola shows Employee updated. If you changed nothing, it shows No changes to save. Kelola records each change in the audit log, with the old value and the new value. See Review the audit log.

First name and Last name cannot be empty.

Clear a field

Department, Position, Office location, Work schedule, and Line manager each have a clear button (×) when they hold a value. Select it, then select Save changes. For example, clearing Office location moves someone back to Remote / unassigned.

• Line manager and the Reports to column in Settings → Roles & access are the same setting. Clearing one clears the other.

Change someone's work email

Work email is the address Kelola sends the person's emails to. Once they have activated their account, it is also the email they sign in with.

1. Open the person's record.
2. Type the new address in Work email.
3. Select Save changes.

What happens next depends on the person's status:

• Active or Suspended: a Change their sign-in email? window opens first. Select Change email. Kelola changes their sign-in email and signs them out on every device. They sign in again with the new email, and their password stays the same. Kelola emails both the old and the new address, so a change that the person did not expect is noticed.
• Invited: only the record changes. The activation link they already have still works. To send a new link to the new address, select Send a new activation link in the message that appears, or Resend activation link on the form. See Onboard your team.

Kelola refuses the change when:

• The email is already in use, by someone in your company or by another Kelola account.
• It is your own email. Nobody can change their own work email here.
• The person is an admin and you are not the owner. Only the owner can change an admin's work email.
• The person is the owner. The owner's work email cannot be changed here.

The audit log records the old and the new email.

Correct someone's join date

Join date is the day the person started at your company.

1. Open the person's record.
2. Pick the new date in Join date.
3. Select Save changes.

You can pick any day from 1 January 1900 to one year after today, in your company's time zone. The date cannot be after the person's last working day. The audit log records the old and the new date.

Kelola uses the join date in several places, so a new date changes:

• Leave: a part-year allowance for someone who joined during the year, and the cycle of leave types that reset on the Employment anniversary. See Set up leave types and holidays.
• Payroll: the THR service months, the prorated pay in the month they joined, and which opening balances they need. See Run payroll.
• Reports: the first day Kelola counts for the person.

Move someone to a new position

Position decides who the person's manager is. Their manager is whoever holds the position directly above theirs in Settings → Org structure. If no active employee holds that position, Kelola moves up to the next position that someone holds. See Build your org structure.

Department groups people, for example on the My team → Schedule grid. It does not decide who manages whom. Choosing a position does not fill in the department, so set both fields.

The change applies at once:

• If the new manager has the Manager role, they see the person in My team. They approve the person's leave requests and shift fixes, including requests that are still waiting for a decision.
• The Department / Position column on People shows the new department and position.
• The person sees both on My space → My profile.

If the department or position you need is not in the list, type its name in the field. Then choose the option to create it. A position that you create this way reports to no one yet, so set its Reports to in Settings → Org structure.

Change where and when someone works

Office location and Work schedule decide how Kelola checks a clock-in. Kelola reads both fields at each scan, so a change applies from the person's next clock-in or clock-out.

• With an office location, the person must be inside its geofence (the allowed area around the site) to clock in or clock out.
• With Remote / unassigned, Kelola skips the geofence. It marks the clock-in Remote verified, never on time or late.
• With a work schedule, Kelola marks each clock-in at an office location On time or Late. It uses the start time and grace period of the work schedule. With Unassigned as the work schedule, a clock-in at an office location is always On time.

Past clock-ins keep the On time or Late mark they got. Reports work differently. They count early departures against the person's current work schedule. So when you change someone's work schedule, their early departures on past days can change in Reports.

To create a location or a work schedule from the form, type its name in the field and choose the option to create it. The New office location or New work schedule window opens. Fill in the details, then select Create & select. For what each detail means, see Set up your company.

Set a fallback manager

Line manager is a fallback. It never overrides the org structure. Kelola uses it only when no one holds a position above the person. For example, the person has no position yet, or holds the top position. If someone does hold a position above them, that person is their manager, whatever this field says.

• The list shows only Active employees. A person cannot be their own line manager.
• If the line manager stops being Active, Kelola ignores them.
• An empty field shows No manager (top of hierarchy). This only means that no fallback is set. The person can still have a manager from the org structure.
• The form does not show which manager the org structure gives the person. To check, find the person's position in Settings → Org structure, and see who holds the position above it.

The change applies at once. Kelola tells the person that their line manager changed. See Know what the person is told below. To remove a line manager, select the clear button (×) in the field, as described earlier on this page, or use Settings → Roles & access.

Change someone's role

Role decides what the person can see and do in Kelola. The new access applies at once. They do not need to reload the page: Kelola checks their role when they move to another page or come back to the Kelola tab, at most once a minute, and then updates their menu.

• You cannot give anyone the Owner role, and you cannot change an owner's role. The Role list does not offer Owner, and it is locked on the owner's form.
• You cannot change your own role, so the Role list is locked on your own form.

You can also change roles in Settings → Roles & access. To learn what each role can do, see Manage roles and access.

Know what the person is told

When you save a new Role or a new Line manager, Kelola tells the person:

• They get a notification in Kelola: Your role changed, Your line manager changed, or Your line manager was removed. It opens My space → My profile.
• They get one email that names every change you saved, for example Your role and line manager changed. The email uses their Language, and it is not sent if they turned Email notifications off.

Kelola tells no one when you select Save changes without changing these two fields. A person who is still Invited gets the notification when they activate their account, but no email. See Stay on top of notifications.

Suspend an employee

The Status field moves a person from Active to Suspended, or back. Kelola refuses any other change here:

• An Invited person becomes Active only when they activate their account.
• To remove someone who has left, select Offboard at the bottom of the form. Do not use the Status list. See Onboard your team.

While a person is Suspended:

• They still use a seat.
• Kelola leaves them out of any pay run that you create during that time.
• They do not appear on My team → Schedule, My team → Team overview, or Reports.
• They manage no one. Their own manager, an owner, or an admin can still approve or reject the requests they sent before the suspension.
• You cannot pick them as anyone's line manager.

Set the employment type

Employment type is Full-Time, Part-Time, Intern, or Contractor. It is only a label. It shows in the Type column on People and on the person's My profile. It does not change pay, leave, or attendance.

Update pay details

The two parts under the main fields hold the person's pay details. Only owners and admins can see these two parts. Kelola also encrypts Compensation & banking (stores it in a coded form), and a Private badge marks that part.

• Compensation & banking holds the Base compensation, the bank account, the tax ID, and the Tax & BPJS (Indonesia) settings. Select Save payroll. Kelola shows Payroll saved.
• Recurring pay components holds the earnings and deductions that the person gets each month, for the range of months you set. Select Save components. Kelola shows Recurring components saved.

To learn what to enter in each field, see Set up payroll.

You can also fill in both parts when you add the person, on the Pay step of the Add employee form. See Onboard your team.

Kelola reads these details when you run payroll for a month. A pay run that you have already created keeps the amounts it calculated, and Kelola cannot calculate it again yet. So update pay details before you select Run payroll. There is one exception: the file from Export CSV uses the bank details on the record when you download it. See Run payroll.

The audit log records that pay details changed, but it never records the amounts.

Manage employee documents

Owners and admins see every employee's uploaded files on Documents in the sidebar: contracts, ID documents, tax documents and others.

1. Go to Documents. Each row shows the file, its owner, its type, its size and the upload date.
2. To narrow the list, pick an Employee or a Type.
3. Select Open to view a file. Kelola opens it with a link that works for a few minutes only.
4. To add a file for someone, select Upload for an employee, choose the employee and the type, add the file, and select Upload. PDF and image files up to 10 MB are accepted.
5. To remove a file, select the bin icon on its row, then Delete.

Every upload, change and delete goes into the audit log as Employee document. When an employee uploads their own file, owners and admins get a New employee document notification. When you add or remove a file for someone, they get a notification too.

Next steps

• Manage roles and access
• Set up payroll
• Build your org structure
• Review the audit log