Manage roles and access

Choose what each person can see and do in Kelola, and set a fallback manager when the org structure gives none.

A person's role decides what they can see and do in Kelola. On Settings → Roles & access, you change each person's role. You can also set a fallback manager for people who get no manager from your org structure.

Before you start

You need the Owner or Admin role. Only owners and admins see the Settings menu.
Build your org structure first. Kelola finds most people's managers from it. See Build your org structure.

What each role can do

Kelola has four roles:

Employee: uses My space for their own profile, clock-in and clock-out, shift fixes, leave, schedule, and payslips.
Manager: everything an employee can do, plus My team for their direct reports (the people who report to them). A manager sees them in Team overview and Team calendar, approves their leave requests and shift fixes in Approvals, and plans and publishes their shifts in Schedule.
Admin: everything, for the whole company. This includes People, Attendance, Reports, Payroll, and every Settings page. In My team, an admin sees and acts on everyone, not only direct reports.
Owner: the same access as an admin, plus asking the Kelola team for a plan change on Billing. A company has one owner. At first, it is the person the Kelola team invited when it created your company. The owner can hand the role to an admin. See Transfer ownership.

A manager does not see the People, Attendance, Reports, Payroll, or Settings menus.

Change someone's role

Everyone you add starts with the Employee role. Change it here when a person needs more access.

Open Settings → Roles & access. The list shows everyone in your company, except employees with the Offboarded status.
Find the person. Each row shows their name and email.
In the Role column, choose Admin, Manager, or Employee.

Kelola saves the change right away and shows Saved. There is no save button.

The new role applies at once. If the person has Kelola open, 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.
Kelola tells the person. They get a Your role changed notification in Kelola, and an email if their Email notifications are on. A person who is still Invited gets the notification, but no email.
Kelola records every change on this page in the audit log.

You can also change a role on the Edit employee form in People. The same rules apply there.

Choose a tax reviewer

A tax reviewer checks Kelola's statutory payroll rates (BPJS and PPh 21) and signs them off. Statutory deductions apply only after a sign-off. See Set up payroll.

Open Settings → Roles & access.
Find the person. They must have the Owner, Admin, or Manager role. Employees show Not eligible.
Turn on Tax reviewer. Kelola shows that the person is now a tax reviewer.

To remove it, turn Tax reviewer off. You can choose yourself, and you can choose more than one person.

A tax reviewer sees My space → Tax review, where they sign off the rates. A manager who is a tax reviewer sees this page too.
The choice counts only while the person has an eligible role and the Active status. If you change them to Employee, suspend them, or offboard them, they stop being a tax reviewer. Turn it on again if they come back.
Kelola records each change in the audit log.

Two changes are blocked:

The owner's row shows Owner as a label, not a list. You cannot give the owner role, or take it away, from this list. To hand it on, use Transfer ownership.
You cannot change your own role. Ask another admin or the owner to do it. If you try, Kelola shows an error and keeps your current role.

Transfer ownership

The owner can hand the company to an admin. The admin must accept. Then the admin becomes the owner, and the old owner becomes an admin.

Before you start

You need the Owner role. Admins see the Company owner card, but not the Transfer ownership button.
The new owner must have the Admin role and the Active status. If the person you want is a manager or an employee, make them an admin first. See Change someone's role.

Send the request

Open Settings → Roles & access.
On the Company owner card, select Transfer ownership.
In New owner, choose the admin.
In Your password, enter your Kelola password. This confirms it is you.
Select Send request.

Kelola shows Request sent to and the admin's name. The card now says Kelola is waiting for them, and the date the request expires.

The admin gets a You were asked to become the owner notification, and an email if their Email notifications are on. A banner at the top of every page also asks them to review it.
The admin has 7 days to answer. After that, the request expires and nothing changes.
Your company can have one request at a time. To ask someone else, cancel the first request.
You stay the owner until the admin accepts.

To cancel, select Cancel request on the card, then confirm. The admin gets an Ownership transfer canceled notification.

Answer a request

If the owner asked you to become the owner:

Select Review on the banner, or open Settings → Roles & access.
On the Company owner card, select Accept or Decline.
Confirm your choice.

When you accept, the change happens at once:

You become the owner, and the old owner becomes an admin. Your menus update, and you can now ask for plan changes on Billing.
You both get a Your role changed notification, and an email if your Email notifications are on.
Kelola records the change for each of you in the audit log.

When you decline, nothing changes. The owner gets an Ownership transfer declined notification.

If the owner is suspended, or you are no longer an active admin, the request can no longer be accepted. If the owner has left and cannot transfer ownership, contact the Kelola team. They can name a new owner for your company, and they record the reason in your audit log.

The tax reviewer choice follows the role: owners and admins can both be tax reviewers, so a transfer does not change it.

Understand how Kelola finds each manager

Kelola finds each person's manager from your org structure, not from this page.

A person's manager is whoever holds the position directly above theirs in Settings → Org structure.
If no one holds that position, Kelola moves up to the next position that someone holds.
If two or more people hold that position, they are co-managers. Any of them can approve the person's requests.
Only active employees count as holding a position. Kelola skips people who are invited or suspended.

A manager needs the Manager role to use My team. A person with the Employee role cannot see a team or approve anything, even if people report to them. Owners and admins can act on everyone, whatever the org structure says.

For the full rules and an example, see Build your org structure.

Set a fallback manager

Some people get no manager from the org structure. For example, they have no position yet, or no one holds a position above theirs. For these people, Kelola uses the person in the Reports to column.

On Settings → Roles & access, find the person.
In the Reports to column, choose their manager. You can type a name to search the list.
To remove the fallback manager, choose No manager.

Kelola saves the change right away and records it in the audit log. It also tells the person, the same way as for a role change: a Your line manager changed or Your line manager was removed notification, and an email.

Keep these rules in mind:

The fallback manager never overrides the org structure. If someone holds a position above the person, that holder is the manager. In that case, Reports to has no effect.
The fallback manager must be an active employee. The list also shows people who are invited or suspended, but Kelola ignores them until they are active.
Choose someone with the Manager role. A fallback manager with the Employee role cannot approve anything.

This is the same setting as Line manager on the employee form in People. A change in one place shows in the other.

The Reports to column holds only the fallback manager. When the org structure gives someone a different manager, a line under the column says so, for example From the org structure: Ada Lovelace. The Line manager field on the employee form in People shows the same line. You cannot change it there; change the positions in Settings → Org structure instead.

Check why a manager cannot see someone

If a manager does not see a person in My team, check these points in order:

The manager has the Manager role on this page.
The person's status is Active in People. A manager's team shows active employees only. Invited people appear after they activate their account.
The person's position reports to the manager's position in Settings → Org structure. If someone holds a position between them, that person is the manager instead. People who hold the same position never manage each other.
If no one holds a position above the person, set their manager in the Reports to column on this page.
If you just changed the manager's role, ask them to open another page in Kelola. Their My team menu appears within a minute.

Next steps

Edit an employee's record

Set up payroll