Set up your company

Company setup holds the basic rules for attendance. Here you add your office locations and work schedules, and you choose how the attendance terminal records a scan. Then you give each employee a location and a work schedule. After that, Kelola can check where people clock in and whether they arrive on time.

Before you begin

• You need the Owner or Admin role. Other roles do not see the Settings menu. If they open company setup, they see Admins only.

Open company setup

Go to Settings → Company. The Company setup page opens. It has six cards:

• Time zone
• Work week
• Attendance mode
• Currency & number format. This card has its own page: Set your currency and number format.
• Office locations
• Work schedules

Holidays are not on this page. You add them with your leave types in Settings → Leave. See Set up leave types and holidays.

Set your time zone

Your company's time zone decides which day a clock-in belongs to, and whether it is On time or Late. Kelola also uses it for every time it shows, for "today" on Home and in My team, and for Reports. Set it first. It is the first step of the setup checklist on Home.

1. In the Time zone card, open Company time zone.
2. Type to search, or pick from the list. Indonesia's zones come first: Asia/Jakarta (WIB, UTC+7), Asia/Makassar (WITA, UTC+8), and Asia/Jayapura (WIT, UTC+9). Other Southeast Asian zones come next, then every other zone.
3. Check the hint under the field. It shows the time in that zone now, so you can compare it with a clock.
4. Select Save time zone.
5. Read the message, then select Change time zone.

New companies start on Asia/Jakarta, unless the Kelola team chose another zone when it created the company. Companies created earlier started on UTC (Coordinated Universal Time). Until an admin chooses a zone, the card shows a warning, and the checklist step stays open. If your company really works in UTC, choose UTC — Coordinated Universal Time (Etc/UTC). That counts as a choice.

Set your work week

The work week is the days your team works. Kelola uses it to count leave days, and for the target days in Reports. New companies start on Monday to Friday.

1. In the Work week card, select the days under Working days. Monday comes first. A selected day is a working day.
2. Select Save work week.

You must keep at least one working day. If you clear every day, Kelola shows Choose at least one working day and you cannot save.

A work schedule can have its own work week. People on that work schedule then use its days instead of the company's. See Set a work schedule's work week below.

Add an office location

An office location is a site where your employees clock in. Each location has a geofence: a circle around the site. An employee who belongs to the location must be inside that circle to clock in or clock out.

1. In Office locations, enter a Name, for example "Head office". Each location needs a different name.
2. Fill in the site's Latitude and Longitude. Kelola has no map to pick from, so use one of these ways:
   • Select Use my current location while you are at the site. Your browser asks to share your location. Allow it, and Kelola fills in both numbers.
   • Paste a map link or the two numbers into Paste a map link or coordinates, then select Use. Kelola reads links from Google Maps and OpenStreetMap, and text such as -8.6705, 115.2126.
   • Type the two numbers yourself.
3. Set the Geofence radius (m). This is how far from that point, in metres, an employee can be. Use a whole number from 10 to 10,000. The default is 100. Phone location is less exact indoors, so a very small circle can turn away people who are really on site.
4. Select Add location.

Once both numbers are filled in, select View on map to check the point. It opens Google Maps in a new tab.

The location appears in the list with its coordinates and radius. To check a saved location, select the map icon on its row.

Add a work schedule

A work schedule is a named start and end time, such as "Standard 9–5". Kelola uses it to decide whether a clock-in is On time or Late.

1. In Work schedules, enter a Name. Each work schedule needs a different name.
2. Set the Start time. The default is 09:00.
3. Set the End time. The default is 17:00. An end time earlier than the start time ends the next day, and the form shows Ends next day. For example, 22:00 to 06:00 is one night shift.
4. Set the Grace period (min). This is the number of minutes after the start time that still count as on time. Use a whole number from 0 to 240. The default is 0.
5. Select Add schedule.

For example, say the start time is 09:00 and the grace period is 10 minutes. A clock-in at 09:10 is On time. A clock-in at 09:11 is Late by 1 minute.

The end time is used in Reports: a clock-out before the end time counts as an early departure. For a night shift, the end is on the next morning.

Keep these limits in mind:

• A work schedule's work week decides only which days count as leave days and as target days. Kelola uses the same start time for every clock-in, on any day.
• The end time cannot be the same as the start time.
• A work schedule can last at most 16 hours, the same limit as one shift in automatic mode.
• A night work schedule belongs to the day it starts. A clock-in after midnight, before the end time, counts as late for the shift that started the evening before. For example, on a 22:00–06:00 work schedule with no grace period, a clock-in at 00:30 is Late by 150 minutes.
• The work week checks the day the shift starts. So a Friday night shift that ends on Saturday morning counts as a Friday.
• A night work schedule shows its end with (+1), for example 22:00–06:00 (+1).
• A work schedule is not the weekly schedule that a manager builds in My team → Schedule. Shifts on that schedule do not change the On time or Late status.

Set a work schedule's work week

Each work schedule uses the company's work week until you give it its own. For example, give a "Store" work schedule Monday to Saturday while the office works Monday to Friday.

1. In Work schedules, select the calendar icon on the work schedule's row.
2. Choose Use company default or Custom days.
3. For Custom days, select the days under Working days on this schedule. Keep at least one day.
4. Select Save work week.

Each row shows its work week, for example "Work week: company default (Mon, Tue, Wed, Thu, Fri)". The same rule as the company work week applies: leave that people already requested keeps its number of days.

Choose your attendance mode

The attendance mode decides how the Attendance terminal records a scan. It applies to everyone in your company.

1. In Attendance mode, open the list.
2. Choose a mode. Kelola saves it right away. There is no save button.

The two modes work like this:

• Explicit clock in / out is the default. Employees choose Clock in or Clock out on the terminal, then scan.
• Automatic (first in, last out): employees only scan. The first scan of the day clocks them in. Each later scan that day becomes the new clock-out, so the last scan of the day is the clock-out.

To see what your employees do at the terminal, read Clock in and out.

Give each employee a location and a work schedule

Your locations and work schedules do nothing until an employee has them. Each employee has one Office location and one Work schedule on their record.

1. Go to People.
2. Select the pencil icon next to the employee. The Edit employee form opens.
3. Choose an Office location. Leave it on Remote / unassigned for someone who does not work at any of your offices.
4. Choose a Work schedule, or leave it on Unassigned.
5. Select Save changes.

You can set the same two fields when you add a new employee with Add employee. For the rest of the form, see Edit an employee's record.

See what happens at clock-in

When an employee scans to clock in, Kelola looks at their record:

Kelola checks the geofence at clock-out too. If the employee is outside the circle, Kelola refuses the scan and shows how far away they are.

Edit a location or a work schedule

You can change a location or a work schedule at any time.

1. Select the pencil icon on its row.
2. Change the fields you need. A location has a Name, Latitude, Longitude and Geofence radius (m). A work schedule has a Name, Start time, End time and Grace period (min). The same limits apply as when you add one, and each name must still be different.
3. Select Save.

To change a work schedule's work week, use the calendar icon. See Set a work schedule's work week above.

An edit counts from the next clock-in. Past attendance does not change:

• Location: past clock-ins keep the location and the GPS position they were recorded with. A new point or radius only changes the check for future clock-ins.
• Work schedule: each clock-in keeps a copy of the start time, end time and grace period it was checked against. So On time, Late and early departures in past attendance stay the same. Clock-ins from before Kelola kept that copy still use the work schedule's current times.

Every add, edit, archive, restore and removal goes into the audit log as Office location or Work schedule, with the old and the new values. See Review the audit log.

Remove or archive a location or a work schedule

You can remove a location or a work schedule only while nothing uses it. When something still uses it, archive it instead.

1. Select the trash icon on its row.
2. In Remove this item?, select Remove.
3. If the item is still in use, the dialog changes to Archive instead?. It lists what uses the item. Select Archive to archive it, or Cancel to keep it as it is.

An item is in use when:

• An employee has it on their record, with any status. This includes Invited and Offboarded employees.
• It is a location, and someone has clocked in there. Their attendance history still points to it.
• It is a location, and a shift on the schedule takes place there.

An archived item shows an Archived badge in its list. It works like this:

• You cannot choose it for an employee or a shift any more.
• Everyone who already has it keeps it. Their record shows it with "(archived)" after the name. Clock-ins at an archived location still check its geofence, and an archived work schedule still decides On time and Late.
• Reports still let you filter by an archived location.
• Its name stays taken. You cannot add a new item with the same name.

To use an archived item again, select the restore icon on its row. It comes back into every list at once.

Next steps

• Build your org structure
• Set your currency and number format
• Set up leave types and holidays
• Clock in and out