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Kelola","\u002Fdocs\u002Fzh-hant\u002Fsign-in","docs\u002Fzh-hant\u002F24.sign-in",{"id":515,"title":41,"body":516,"description":1215,"extension":1216,"meta":1217,"navigation":1218,"path":42,"seo":1219,"stem":43,"__hash__":1220},"docs\u002Fdocs\u002F08.manage-roles.md",{"type":517,"value":518,"toc":1197},"minimark",[519,528,533,559,563,566,641,656,660,666,695,702,725,735,739,744,770,776,798,817,820,823,827,853,857,890,897,918,929,933,936,959,962,981,987,992,995,999,1002,1019,1031,1036,1040,1047,1066,1076,1079,1099,1109,1130,1134,1140,1175,1179],[520,521,522,523,527],"p",{},"A person's role decides what they can see and do in Kelola. On ",[524,525,526],"strong",{},"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.",[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],{},"Settings"," menu.",[537,553,554,555,558],{},"Build your org structure first. Kelola finds most people's managers from it. See ",[556,557,21],"a",{"href":22},".",[529,560,562],{"id":561},"what-each-role-can-do","What each role can do",[520,564,565],{},"Kelola has four roles:",[534,567,568,578,603,628],{},[537,569,570,573,574,577],{},[524,571,572],{},"Employee",": uses ",[524,575,576],{},"My space"," for their own profile, clock-in and clock-out, shift fixes, leave, schedule, and payslips.",[537,579,580,583,584,587,588,591,592,595,596,599,600,558],{},[524,581,582],{},"Manager",": everything an employee can do, plus ",[524,585,586],{},"My team"," for their direct reports (the people who report to them). A manager sees them in ",[524,589,590],{},"Team overview"," and ",[524,593,594],{},"Team calendar",", approves their leave requests and shift fixes in ",[524,597,598],{},"Approvals",", and plans and publishes their shifts in ",[524,601,602],{},"Schedule",[537,604,605,607,608,611,612,611,615,611,618,621,622,624,625,627],{},[524,606,546],{},": everything, for the whole company. This includes ",[524,609,610],{},"People",", ",[524,613,614],{},"Attendance",[524,616,617],{},"Reports",[524,619,620],{},"Payroll",", and every ",[524,623,550],{}," page. In ",[524,626,586],{},", an admin sees and acts on everyone, not only direct reports.",[537,629,630,632,633,636,637,558],{},[524,631,542],{},": the same access as an admin, plus asking the Kelola team for a plan change on ",[524,634,635],{},"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 ",[556,638,640],{"href":639},"#transfer-ownership","Transfer ownership",[520,642,643,644,611,646,611,648,611,650,652,653,655],{},"A manager does not see the ",[524,645,610],{},[524,647,614],{},[524,649,617],{},[524,651,620],{},", or ",[524,654,550],{}," menus.",[529,657,659],{"id":658},"change-someones-role","Change someone's role",[520,661,662,663,665],{},"Everyone you add starts with the ",[524,664,572],{}," role. Change it here when a person needs more access.",[667,668,669,679,682],"ol",{},[537,670,671,672,674,675,678],{},"Open ",[524,673,526],{},". The list shows everyone in your company, except employees with the ",[524,676,677],{},"Offboarded"," status.",[537,680,681],{},"Find the person. Each row shows their name and email.",[537,683,684,685,688,689,611,691,652,693,558],{},"In the ",[524,686,687],{},"Role"," column, choose ",[524,690,546],{},[524,692,582],{},[524,694,572],{},[520,696,697,698,701],{},"Kelola saves the change right away and shows ",[524,699,700],{},"Saved",". There is no save button.",[534,703,704,707,722],{},[537,705,706],{},"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.",[537,708,709,710,713,714,717,718,721],{},"Kelola tells the person. They get a ",[524,711,712],{},"Your role changed"," notification in Kelola, and an email if their ",[524,715,716],{},"Email notifications"," are on. A person who is still ",[524,719,720],{},"Invited"," gets the notification, but no email.",[537,723,724],{},"Kelola records every change on this page in the audit log.",[520,726,727,728,731,732,734],{},"You can also change a role on the ",[524,729,730],{},"Edit employee"," form in ",[524,733,610],{},". The same rules apply there.",[529,736,738],{"id":737},"choose-a-tax-reviewer","Choose a tax reviewer",[520,740,741,742,558],{},"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 ",[556,743,45],{"href":46},[667,745,746,750,763],{},[537,747,671,748,558],{},[524,749,526],{},[537,751,752,753,611,755,652,757,759,760,558],{},"Find the person. They must have the ",[524,754,542],{},[524,756,546],{},[524,758,582],{}," role. Employees show ",[524,761,762],{},"Not eligible",[537,764,765,766,769],{},"Turn on ",[524,767,768],{},"Tax reviewer",". Kelola shows that the person is now a tax reviewer.",[520,771,772,773,775],{},"To remove it, turn ",[524,774,768],{}," off. You can choose yourself, and you can choose more than one person.",[534,777,778,785,795],{},[537,779,780,781,784],{},"A tax reviewer sees ",[524,782,783],{},"My space → Tax review",", where they sign off the rates. A manager who is a tax reviewer sees this page too.",[537,786,787,788,791,792,794],{},"The choice counts only while the person has an eligible role and the ",[524,789,790],{},"Active"," status. If you change them to ",[524,793,572],{},", suspend them, or offboard them, they stop being a tax reviewer. Turn it on again if they come back.",[537,796,797],{},"Kelola records each change in the audit log.",[799,800,801,804],"note",{},[520,802,803],{},"Two changes are blocked:",[534,805,806,814],{},[537,807,808,809,811,812,558],{},"The owner's row shows ",[524,810,542],{}," as a label, not a list. You cannot give the owner role, or take it away, from this list. To hand it on, use ",[556,813,640],{"href":639},[537,815,816],{},"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.",[529,818,640],{"id":819},"transfer-ownership",[520,821,822],{},"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.",[824,825,532],"h3",{"id":826},"before-you-start-1",[534,828,829,841],{},[537,830,539,831,833,834,837,838,840],{},[524,832,542],{}," role. Admins see the ",[524,835,836],{},"Company owner"," card, but not the ",[524,839,640],{}," button.",[537,842,843,844,846,847,849,850,558],{},"The new owner must have the ",[524,845,546],{}," role and the ",[524,848,790],{}," status. If the person you want is a manager or an employee, make them an admin first. See ",[556,851,659],{"href":852},"#change-someones-role",[824,854,856],{"id":855},"send-the-request","Send the request",[667,858,859,863,871,878,884],{},[537,860,671,861,558],{},[524,862,526],{},[537,864,865,866,868,869,558],{},"On the ",[524,867,836],{}," card, select ",[524,870,640],{},[537,872,873,874,877],{},"In ",[524,875,876],{},"New owner",", choose the admin.",[537,879,873,880,883],{},[524,881,882],{},"Your password",", enter your Kelola password. This confirms it is you.",[537,885,886,887,558],{},"Select ",[524,888,889],{},"Send request",[520,891,892,893,896],{},"Kelola shows ",[524,894,895],{},"Request sent to"," and the admin's name. The card now says Kelola is waiting for them, and the date the request expires.",[534,898,899,909,912,915],{},[537,900,901,902,905,906,908],{},"The admin gets a ",[524,903,904],{},"You were asked to become the owner"," notification, and an email if their ",[524,907,716],{}," are on. A banner at the top of every page also asks them to review it.",[537,910,911],{},"The admin has 7 days to answer. After that, the request expires and nothing changes.",[537,913,914],{},"Your company can have one request at a time. To ask someone else, cancel the first request.",[537,916,917],{},"You stay the owner until the admin accepts.",[520,919,920,921,924,925,928],{},"To cancel, select ",[524,922,923],{},"Cancel request"," on the card, then confirm. The admin gets an ",[524,926,927],{},"Ownership transfer canceled"," notification.",[824,930,932],{"id":931},"answer-a-request","Answer a request",[520,934,935],{},"If the owner asked you to become the owner:",[667,937,938,946,956],{},[537,939,886,940,943,944,558],{},[524,941,942],{},"Review"," on the banner, or open ",[524,945,526],{},[537,947,865,948,868,950,543,953,558],{},[524,949,836],{},[524,951,952],{},"Accept",[524,954,955],{},"Decline",[537,957,958],{},"Confirm your choice.",[520,960,961],{},"When you accept, the change happens at once:",[534,963,964,969,978],{},[537,965,966,967,558],{},"You become the owner, and the old owner becomes an admin. Your menus update, and you can now ask for plan changes on ",[524,968,635],{},[537,970,971,972,974,975,977],{},"You both get a ",[524,973,712],{}," notification, and an email if your ",[524,976,716],{}," are on.",[537,979,980],{},"Kelola records the change for each of you in the audit log.",[520,982,983,984,928],{},"When you decline, nothing changes. The owner gets an ",[524,985,986],{},"Ownership transfer declined",[799,988,989],{},[520,990,991],{},"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.",[520,993,994],{},"The tax reviewer choice follows the role: owners and admins can both be tax reviewers, so a transfer does not change it.",[529,996,998],{"id":997},"understand-how-kelola-finds-each-manager","Understand how Kelola finds each manager",[520,1000,1001],{},"Kelola finds each person's manager from your org structure, not from this page.",[534,1003,1004,1010,1013,1016],{},[537,1005,1006,1007,558],{},"A person's manager is whoever holds the position directly above theirs in ",[524,1008,1009],{},"Settings → Org structure",[537,1011,1012],{},"If no one holds that position, Kelola moves up to the next position that someone holds.",[537,1014,1015],{},"If two or more people hold that position, they are co-managers. Any of them can approve the person's requests.",[537,1017,1018],{},"Only active employees count as holding a position. Kelola skips people who are invited or suspended.",[520,1020,1021,1022,1024,1025,1027,1028,1030],{},"A manager needs the ",[524,1023,582],{}," role to use ",[524,1026,586],{},". A person with the ",[524,1029,572],{}," 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.",[520,1032,1033,1034,558],{},"For the full rules and an example, see ",[556,1035,21],{"href":22},[529,1037,1039],{"id":1038},"set-a-fallback-manager","Set a fallback manager",[520,1041,1042,1043,1046],{},"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 ",[524,1044,1045],{},"Reports to"," column.",[667,1048,1049,1055,1060],{},[537,1050,1051,1052,1054],{},"On ",[524,1053,526],{},", find the person.",[537,1056,684,1057,1059],{},[524,1058,1045],{}," column, choose their manager. You can type a name to search the list.",[537,1061,1062,1063,558],{},"To remove the fallback manager, choose ",[524,1064,1065],{},"No manager",[520,1067,1068,1069,543,1072,1075],{},"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 ",[524,1070,1071],{},"Your line manager changed",[524,1073,1074],{},"Your line manager was removed"," notification, and an email.",[520,1077,1078],{},"Keep these rules in mind:",[534,1080,1081,1087,1090],{},[537,1082,1083,1084,1086],{},"The fallback manager never overrides the org structure. If someone holds a position above the person, that holder is the manager. In that case, ",[524,1085,1045],{}," has no effect.",[537,1088,1089],{},"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.",[537,1091,1092,1093,1095,1096,1098],{},"Choose someone with the ",[524,1094,582],{}," role. A fallback manager with the ",[524,1097,572],{}," role cannot approve anything.",[520,1100,1101,1102,1105,1106,1108],{},"This is the same setting as ",[524,1103,1104],{},"Line manager"," on the employee form in ",[524,1107,610],{},". A change in one place shows in the other.",[799,1110,1111],{},[520,1112,1113,1114,1116,1117,1120,1121,1123,1124,1126,1127,1129],{},"The ",[524,1115,1045],{}," column holds only the fallback manager. When the org structure gives someone a different manager, a line under the column says so, for example ",[524,1118,1119],{},"From the org structure: Ada Lovelace",". The ",[524,1122,1104],{}," field on the employee form in ",[524,1125,610],{}," shows the same line. You cannot change it there; change the positions in ",[524,1128,1009],{}," instead.",[529,1131,1133],{"id":1132},"check-why-a-manager-cannot-see-someone","Check why a manager cannot see someone",[520,1135,1136,1137,1139],{},"If a manager does not see a person in ",[524,1138,586],{},", check these points in order:",[667,1141,1142,1148,1157,1163,1169],{},[537,1143,1144,1145,1147],{},"The manager has the ",[524,1146,582],{}," role on this page.",[537,1149,1150,1151,1153,1154,1156],{},"The person's status is ",[524,1152,790],{}," in ",[524,1155,610],{},". A manager's team shows active employees only. Invited people appear after they activate their account.",[537,1158,1159,1160,1162],{},"The person's position reports to the manager's position in ",[524,1161,1009],{},". If someone holds a position between them, that person is the manager instead. People who hold the same position never manage each other.",[537,1164,1165,1166,1168],{},"If no one holds a position above the person, set their manager in the ",[524,1167,1045],{}," column on this page.",[537,1170,1171,1172,1174],{},"If you just changed the manager's role, ask them to open another page in Kelola. Their ",[524,1173,586],{}," menu appears within a minute.",[529,1176,1178],{"id":1177},"next-steps","Next steps",[534,1180,1181,1185,1189,1193],{},[537,1182,1183],{},[556,1184,21],{"href":22},[537,1186,1187],{},[556,1188,37],{"href":38},[537,1190,1191],{},[556,1192,73],{"href":74},[537,1194,1195],{},[556,1196,89],{"href":90},{"title":1198,"searchDepth":1199,"depth":1199,"links":1200},"",2,[1201,1202,1203,1204,1205,1211,1212,1213,1214],{"id":531,"depth":1199,"text":532},{"id":561,"depth":1199,"text":562},{"id":658,"depth":1199,"text":659},{"id":737,"depth":1199,"text":738},{"id":819,"depth":1199,"text":640,"children":1206},[1207,1209,1210],{"id":826,"depth":1208,"text":532},3,{"id":855,"depth":1208,"text":856},{"id":931,"depth":1208,"text":932},{"id":997,"depth":1199,"text":998},{"id":1038,"depth":1199,"text":1039},{"id":1132,"depth":1199,"text":1133},{"id":1177,"depth":1199,"text":1178},"Choose what each person can see and do in Kelola, and set a fallback manager when the org structure gives none.","md",{},{"title":41},{"title":41,"description":1215},"1paMvOdWKagWbB_A_TSgH7SDfLbWJnY9KB6EDFtNxQE",[1222,1223],{"title":37,"path":38,"stem":39,"children":-1},{"title":45,"path":46,"stem":47,"children":-1},1793323817781]