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Kelola","\u002Fdocs\u002Fzh-hant\u002Fsign-in","docs\u002Fzh-hant\u002F24.sign-in",{"id":515,"title":37,"body":516,"description":1508,"extension":1509,"meta":1510,"navigation":1511,"path":38,"seo":1512,"stem":39,"__hash__":1513},"docs\u002Fdocs\u002F07.edit-an-employee.md",{"type":517,"value":518,"toc":1483},"minimark",[519,528,533,570,574,593,606,611,614,696,701,713,717,730,743,752,756,785,800,804,810,823,826,861,864,878,881,885,891,904,907,910,931,937,941,951,960,963,991,999,1003,1010,1041,1054,1070,1074,1079,1106,1115,1119,1125,1145,1153,1156,1165,1198,1209,1213,1225,1248,1254,1278,1289,1293,1322,1326,1336,1367,1372,1385,1397,1400,1404,1411,1450,1461,1465],[520,521,522,523,527],"p",{},"After you add someone, you keep their record up to date on the ",[524,525,526],"strong",{},"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.",[529,530,532],"h2",{"id":531},"before-you-start","Before you start",[534,535,536,552],"ul",{},[537,538,539,540,543,544,547,548,551],"li",{},"You need the ",[524,541,542],{},"Owner"," or ",[524,545,546],{},"Admin"," role. Only owners and admins see the ",[524,549,550],{},"People"," menu.",[537,553,554,555,558,559,562,563,566,567,569],{},"If you can, add the options you want to pick first. Add departments and positions in ",[524,556,557],{},"Settings → Org structure",", and office locations and work schedules in ",[524,560,561],{},"Settings → Company",". See ",[564,565,21],"a",{"href":22}," and ",[564,568,17],{"href":18},".",[529,571,573],{"id":572},"open-an-employees-record","Open an employee's record",[575,576,577,587],"ol",{},[537,578,579,580,582,583,586],{},"Go to ",[524,581,550],{},". The ",[524,584,585],{},"Employees"," page opens.",[537,588,589,590,592],{},"On the person's row, select the pencil icon. ",[524,591,526],{}," opens.",[520,594,595,596,599,600,603,604,569],{},"You cannot open the record of an offboarded person. Their row shows ",[524,597,598],{},"Reinstate"," and a calendar icon instead of the pencil icon, and it appears only when you tick ",[524,601,602],{},"Show offboarded",". The calendar icon changes their last working day. To change anything else, reinstate them first. See ",[564,605,33],{"href":34},[607,608,610],"h3",{"id":609},"know-the-four-parts-of-the-form","Know the four parts of the form",[520,612,613],{},"The form has four parts, from top to bottom:",[615,616,617,633],"table",{},[618,619,620],"thead",{},[621,622,623,627,630],"tr",{},[624,625,626],"th",{},"Part",[624,628,629],{},"What it holds",[624,631,632],{},"How you save it",[634,635,636,653,666,681],"tbody",{},[621,637,638,644,647],{},[639,640,641],"td",{},[524,642,643],{},"Contact & emergency",[639,645,646],{},"The person's phone, address, and emergency contact",[639,648,649,650,569],{},"You cannot change it here. The employee adds these details in ",[524,651,652],{},"My space → My profile",[621,654,655,658,661],{},[639,656,657],{},"The main fields",[639,659,660],{},"Name, work email, join date, department, position, role, status, employment type, office location, work schedule, and line manager",[639,662,663],{},[524,664,665],{},"Save changes",[621,667,668,673,676],{},[639,669,670],{},[524,671,672],{},"Compensation & banking",[639,674,675],{},"Pay, bank, and tax details",[639,677,678],{},[524,679,680],{},"Save payroll",[621,682,683,688,691],{},[639,684,685],{},[524,686,687],{},"Recurring pay components",[639,689,690],{},"Earnings and deductions that repeat each month within a date range",[639,692,693],{},[524,694,695],{},"Save components",[520,697,698,699,569],{},"If the person has not added any contact details yet, a short message appears in place of ",[524,700,643],{},[702,703,704],"note",{},[520,705,706,708,709,712],{},[524,707,665],{}," saves every part of the form that you changed, including the two pay parts, and then closes the form. If one part cannot be saved, the form stays open so you can fix it. ",[524,710,711],{},"Cancel"," closes the form without saving.",[529,714,716],{"id":715},"change-the-main-fields","Change the main fields",[575,718,719,722,725],{},[537,720,721],{},"Open the person's record.",[537,723,724],{},"Change the fields you need. The sections below explain what each field does.",[537,726,727,728,569],{},"Select ",[524,729,665],{},[520,731,732,733,736,737,740,741,569],{},"Kelola shows ",[524,734,735],{},"Employee updated",". If you changed nothing, it shows ",[524,738,739],{},"No changes to save",". Kelola records each change in the audit log, with the old value and the new value. See ",[564,742,89],{"href":90},[520,744,745,566,748,751],{},[524,746,747],{},"First name",[524,749,750],{},"Last name"," cannot be empty.",[607,753,755],{"id":754},"clear-a-field","Clear a field",[520,757,758,761,762,761,765,761,768,771,772,775,776,778,779,781,782,569],{},[524,759,760],{},"Department",", ",[524,763,764],{},"Position",[524,766,767],{},"Office location",[524,769,770],{},"Work schedule",", and ",[524,773,774],{},"Line manager"," each have a clear button (×) when they hold a value. Select it, then select ",[524,777,665],{},". For example, clearing ",[524,780,767],{}," moves someone back to ",[524,783,784],{},"Remote \u002F unassigned",[534,786,787],{},[537,788,789,791,792,795,796,799],{},[524,790,774],{}," and the ",[524,793,794],{},"Reports to"," column in ",[524,797,798],{},"Settings → Roles & access"," are the same setting. Clearing one clears the other.",[529,801,803],{"id":802},"change-someones-work-email","Change someone's work email",[520,805,806,809],{},[524,807,808],{},"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.",[575,811,812,814,819],{},[537,813,721],{},[537,815,816,817,569],{},"Type the new address in ",[524,818,808],{},[537,820,727,821,569],{},[524,822,665],{},[520,824,825],{},"What happens next depends on the person's status:",[534,827,828,845],{},[537,829,830,543,833,836,837,840,841,844],{},[524,831,832],{},"Active",[524,834,835],{},"Suspended",": a ",[524,838,839],{},"Change their sign-in email?"," window opens first. Select ",[524,842,843],{},"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.",[537,846,847,850,851,854,855,858,859,569],{},[524,848,849],{},"Invited",": only the record changes. The activation link they already have still works. To send a new link to the new address, select ",[524,852,853],{},"Send a new activation link"," in the message that appears, or ",[524,856,857],{},"Resend activation link"," on the form. See ",[564,860,33],{"href":34},[520,862,863],{},"Kelola refuses the change when:",[534,865,866,869,872,875],{},[537,867,868],{},"The email is already in use, by someone in your company or by another Kelola account.",[537,870,871],{},"It is your own email. Nobody can change their own work email here.",[537,873,874],{},"The person is an admin and you are not the owner. Only the owner can change an admin's work email.",[537,876,877],{},"The person is the owner. The owner's work email cannot be changed here.",[520,879,880],{},"The audit log records the old and the new email.",[529,882,884],{"id":883},"correct-someones-join-date","Correct someone's join date",[520,886,887,890],{},[524,888,889],{},"Join date"," is the day the person started at your company.",[575,892,893,895,900],{},[537,894,721],{},[537,896,897,898,569],{},"Pick the new date in ",[524,899,889],{},[537,901,727,902,569],{},[524,903,665],{},[520,905,906],{},"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.",[520,908,909],{},"Kelola uses the join date in several places, so a new date changes:",[534,911,912,920,925],{},[537,913,914,915,562,918,569],{},"Leave: a part-year allowance for someone who joined during the year, and the cycle of leave types that reset on the ",[524,916,917],{},"Employment anniversary",[564,919,29],{"href":30},[537,921,922,923,569],{},"Payroll: the THR service months, the prorated pay in the month they joined, and which opening balances they need. See ",[564,924,81],{"href":82},[537,926,927,930],{},[524,928,929],{},"Reports",": the first day Kelola counts for the person.",[932,933,934],"warning",{},[520,935,936],{},"A new join date never changes payroll that is already finalized. A draft pay run keeps its numbers until you run it again. Leave balances that already exist for a cycle do not change either, so adjust them if needed.",[529,938,940],{"id":939},"move-someone-to-a-new-position","Move someone to a new position",[520,942,943,945,946,948,949,569],{},[524,944,764],{}," decides who the person's manager is. Their manager is whoever holds the position directly above theirs in ",[524,947,557],{},". If no active employee holds that position, Kelola moves up to the next position that someone holds. See ",[564,950,21],{"href":22},[520,952,953,955,956,959],{},[524,954,760],{}," groups people, for example on the ",[524,957,958],{},"My team → Schedule"," grid. It does not decide who manages whom. Choosing a position does not fill in the department, so set both fields.",[520,961,962],{},"The change applies at once:",[534,964,965,976,986],{},[537,966,967,968,971,972,975],{},"If the new manager has the ",[524,969,970],{},"Manager"," role, they see the person in ",[524,973,974],{},"My team",". They approve the person's leave requests and shift fixes, including requests that are still waiting for a decision.",[537,977,978,979,982,983,985],{},"The ",[524,980,981],{},"Department \u002F Position"," column on ",[524,984,550],{}," shows the new department and position.",[537,987,988,989,569],{},"The person sees both on ",[524,990,652],{},[520,992,993,994,996,997,569],{},"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 ",[524,995,794],{}," in ",[524,998,557],{},[529,1000,1002],{"id":1001},"change-where-and-when-someone-works","Change where and when someone works",[520,1004,1005,566,1007,1009],{},[524,1006,767],{},[524,1008,770],{}," 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.",[534,1011,1012,1015,1025],{},[537,1013,1014],{},"With an office location, the person must be inside its geofence (the allowed area around the site) to clock in or clock out.",[537,1016,1017,1018,1020,1021,1024],{},"With ",[524,1019,784],{},", Kelola skips the geofence. It marks the clock-in ",[524,1022,1023],{},"Remote verified",", never on time or late.",[537,1026,1027,1028,543,1031,1034,1035,1038,1039,569],{},"With a work schedule, Kelola marks each clock-in at an office location ",[524,1029,1030],{},"On time",[524,1032,1033],{},"Late",". It uses the start time and grace period of the work schedule. With ",[524,1036,1037],{},"Unassigned"," as the work schedule, a clock-in at an office location is always ",[524,1040,1030],{},[520,1042,1043,1044,543,1046,1048,1049,1051,1052,569],{},"Past clock-ins keep the ",[524,1045,1030],{},[524,1047,1033],{}," mark they got. ",[524,1050,929],{}," 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 ",[524,1053,929],{},[520,1055,1056,1057,543,1060,1063,1064,1067,1068,569],{},"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 ",[524,1058,1059],{},"New office location",[524,1061,1062],{},"New work schedule"," window opens. Fill in the details, then select ",[524,1065,1066],{},"Create & select",". For what each detail means, see ",[564,1069,17],{"href":18},[529,1071,1073],{"id":1072},"set-a-fallback-manager","Set a fallback manager",[520,1075,1076,1078],{},[524,1077,774],{}," 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.",[534,1080,1081,1087,1093,1100],{},[537,1082,1083,1084,1086],{},"The list shows only ",[524,1085,832],{}," employees. A person cannot be their own line manager.",[537,1088,1089,1090,1092],{},"If the line manager stops being ",[524,1091,832],{},", Kelola ignores them.",[537,1094,1095,1096,1099],{},"An empty field shows ",[524,1097,1098],{},"No manager (top of hierarchy)",". This only means that no fallback is set. The person can still have a manager from the org structure.",[537,1101,1102,1103,1105],{},"The form does not show which manager the org structure gives the person. To check, find the person's position in ",[524,1104,557],{},", and see who holds the position above it.",[520,1107,1108,1109,1112,1113,569],{},"The change applies at once. Kelola tells the person that their line manager changed. See ",[524,1110,1111],{},"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 ",[524,1114,798],{},[529,1116,1118],{"id":1117},"change-someones-role","Change someone's role",[520,1120,1121,1124],{},[524,1122,1123],{},"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.",[534,1126,1127,1139],{},[537,1128,1129,1130,1132,1133,1135,1136,1138],{},"You cannot give anyone the ",[524,1131,542],{}," role, and you cannot change an owner's role. The ",[524,1134,1123],{}," list does not offer ",[524,1137,542],{},", and it is locked on the owner's form.",[537,1140,1141,1142,1144],{},"You cannot change your own role, so the ",[524,1143,1123],{}," list is locked on your own form.",[520,1146,1147,1148,1150,1151,569],{},"You can also change roles in ",[524,1149,798],{},". To learn what each role can do, see ",[564,1152,41],{"href":42},[607,1154,1111],{"id":1155},"know-what-the-person-is-told",[520,1157,1158,1159,1161,1162,1164],{},"When you save a new ",[524,1160,1123],{}," or a new ",[524,1163,774],{},", Kelola tells the person:",[534,1166,1167,1183],{},[537,1168,1169,1170,761,1173,1176,1177,1180,1181,569],{},"They get a notification in Kelola: ",[524,1171,1172],{},"Your role changed",[524,1174,1175],{},"Your line manager changed",", or ",[524,1178,1179],{},"Your line manager was removed",". It opens ",[524,1182,652],{},[537,1184,1185,1186,1189,1190,1193,1194,1197],{},"They get one email that names every change you saved, for example ",[524,1187,1188],{},"Your role and line manager changed",". The email uses their ",[524,1191,1192],{},"Language",", and it is not sent if they turned ",[524,1195,1196],{},"Email notifications"," off.",[520,1199,1200,1201,1203,1204,1206,1207,569],{},"Kelola tells no one when you select ",[524,1202,665],{}," without changing these two fields. A person who is still ",[524,1205,849],{}," gets the notification when they activate their account, but no email. See ",[564,1208,101],{"href":102},[529,1210,1212],{"id":1211},"suspend-an-employee","Suspend an employee",[520,1214,978,1215,1218,1219,1221,1222,1224],{},[524,1216,1217],{},"Status"," field moves a person from ",[524,1220,832],{}," to ",[524,1223,835],{},", or back. Kelola refuses any other change here:",[534,1226,1227,1236],{},[537,1228,1229,1230,1232,1233,1235],{},"An ",[524,1231,849],{}," person becomes ",[524,1234,832],{}," only when they activate their account.",[537,1237,1238,1239,1242,1243,1245,1246,569],{},"To remove someone who has left, select ",[524,1240,1241],{},"Offboard"," at the bottom of the form. Do not use the ",[524,1244,1217],{}," list. See ",[564,1247,33],{"href":34},[520,1249,1250,1251,1253],{},"While a person is ",[524,1252,835],{},":",[534,1255,1256,1259,1262,1272,1275],{},[537,1257,1258],{},"They still use a seat.",[537,1260,1261],{},"Kelola leaves them out of any pay run that you create during that time.",[537,1263,1264,1265,761,1267,1176,1270,569],{},"They do not appear on ",[524,1266,958],{},[524,1268,1269],{},"My team → Team overview",[524,1271,929],{},[537,1273,1274],{},"They manage no one. Their own manager, an owner, or an admin can still approve or reject the requests they sent before the suspension.",[537,1276,1277],{},"You cannot pick them as anyone's line manager.",[702,1279,1280],{},[520,1281,1282,1283,1285,1286,1288],{},"A suspended person cannot use Kelola until you set them back to ",[524,1284,832],{},". They can still enter their password, but every screen refuses them. You cannot suspend the owner: the ",[524,1287,1217],{}," list is locked on the owner's form.",[529,1290,1292],{"id":1291},"set-the-employment-type","Set the employment type",[520,1294,1295,1298,1299,761,1302,761,1305,1176,1308,1311,1312,982,1315,1317,1318,1321],{},[524,1296,1297],{},"Employment type"," is ",[524,1300,1301],{},"Full-Time",[524,1303,1304],{},"Part-Time",[524,1306,1307],{},"Intern",[524,1309,1310],{},"Contractor",". It is only a label. It shows in the ",[524,1313,1314],{},"Type",[524,1316,550],{}," and on the person's ",[524,1319,1320],{},"My profile",". It does not change pay, leave, or attendance.",[529,1323,1325],{"id":1324},"update-pay-details","Update pay details",[520,1327,1328,1329,1331,1332,1335],{},"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 ",[524,1330,672],{}," (stores it in a coded form), and a ",[524,1333,1334],{},"Private"," badge marks that part.",[534,1337,1338,1357],{},[537,1339,1340,1342,1343,1346,1347,1350,1351,1353,1354,569],{},[524,1341,672],{}," holds the ",[524,1344,1345],{},"Base compensation",", the bank account, the tax ID, and the ",[524,1348,1349],{},"Tax & BPJS (Indonesia)"," settings. Select ",[524,1352,680],{},". Kelola shows ",[524,1355,1356],{},"Payroll saved",[537,1358,1359,1361,1362,1353,1364,569],{},[524,1360,687],{}," holds the earnings and deductions that the person gets each month, for the range of months you set. Select ",[524,1363,695],{},[524,1365,1366],{},"Recurring components saved",[520,1368,1369,1370,569],{},"To learn what to enter in each field, see ",[564,1371,45],{"href":46},[520,1373,1374,1375,1378,1379,1382,1383,569],{},"You can also fill in both parts when you add the person, on the ",[524,1376,1377],{},"Pay"," step of the ",[524,1380,1381],{},"Add employee"," form. See ",[564,1384,33],{"href":34},[520,1386,1387,1388,1390,1391,1394,1395,569],{},"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 ",[524,1389,81],{},". There is one exception: the file from ",[524,1392,1393],{},"Export CSV"," uses the bank details on the record when you download it. See ",[564,1396,81],{"href":82},[520,1398,1399],{},"The audit log records that pay details changed, but it never records the amounts.",[529,1401,1403],{"id":1402},"manage-employee-documents","Manage employee documents",[520,1405,1406,1407,1410],{},"Owners and admins see every employee's uploaded files on ",[524,1408,1409],{},"Documents"," in the sidebar: contracts, ID documents, tax documents and others.",[575,1412,1413,1418,1427,1433,1444],{},[537,1414,579,1415,1417],{},[524,1416,1409],{},". Each row shows the file, its owner, its type, its size and the upload date.",[537,1419,1420,1421,1424,1425,569],{},"To narrow the list, pick an ",[524,1422,1423],{},"Employee"," or a ",[524,1426,1314],{},[537,1428,727,1429,1432],{},[524,1430,1431],{},"Open"," to view a file. Kelola opens it with a link that works for a few minutes only.",[537,1434,1435,1436,1439,1440,1443],{},"To add a file for someone, select ",[524,1437,1438],{},"Upload for an employee",", choose the employee and the type, add the file, and select ",[524,1441,1442],{},"Upload",". PDF and image files up to 10 MB are accepted.",[537,1445,1446,1447,569],{},"To remove a file, select the bin icon on its row, then ",[524,1448,1449],{},"Delete",[520,1451,1452,1453,1456,1457,1460],{},"Every upload, change and delete goes into the audit log as ",[524,1454,1455],{},"Employee document",". When an employee uploads their own file, owners and admins get a ",[524,1458,1459],{},"New employee document"," notification. When you add or remove a file for someone, they get a notification too.",[529,1462,1464],{"id":1463},"next-steps","Next steps",[534,1466,1467,1471,1475,1479],{},[537,1468,1469],{},[564,1470,41],{"href":42},[537,1472,1473],{},[564,1474,45],{"href":46},[537,1476,1477],{},[564,1478,21],{"href":22},[537,1480,1481],{},[564,1482,89],{"href":90},{"title":1484,"searchDepth":1485,"depth":1485,"links":1486},"",2,[1487,1488,1492,1495,1496,1497,1498,1499,1500,1503,1504,1505,1506,1507],{"id":531,"depth":1485,"text":532},{"id":572,"depth":1485,"text":573,"children":1489},[1490],{"id":609,"depth":1491,"text":610},3,{"id":715,"depth":1485,"text":716,"children":1493},[1494],{"id":754,"depth":1491,"text":755},{"id":802,"depth":1485,"text":803},{"id":883,"depth":1485,"text":884},{"id":939,"depth":1485,"text":940},{"id":1001,"depth":1485,"text":1002},{"id":1072,"depth":1485,"text":1073},{"id":1117,"depth":1485,"text":1118,"children":1501},[1502],{"id":1155,"depth":1491,"text":1111},{"id":1211,"depth":1485,"text":1212},{"id":1291,"depth":1485,"text":1292},{"id":1324,"depth":1485,"text":1325},{"id":1402,"depth":1485,"text":1403},{"id":1463,"depth":1485,"text":1464},"Change a person's position, office location, work schedule, role, status, and pay details, and see where each change applies.","md",{},{"title":37},{"title":37,"description":1508},"Rth6Ov_tikQmVq7yOpXr0Sk3auWSNh0C8qKO8tuZd00",[1515,1516],{"title":33,"path":34,"stem":35,"children":-1},{"title":41,"path":42,"stem":43,"children":-1},1793323817781]