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Kelola","\u002Fdocs\u002Fzh-hant\u002Fsign-in","docs\u002Fzh-hant\u002F24.sign-in",{"id":515,"title":17,"body":516,"description":1396,"extension":1397,"meta":1398,"navigation":1399,"path":18,"seo":1400,"stem":19,"__hash__":1401},"docs\u002Fdocs\u002F02.set-up-your-company.md",{"type":517,"value":518,"toc":1377},"minimark",[519,523,528,552,556,567,603,612,616,640,670,677,717,721,727,743,750,757,772,776,779,835,842,845,851,855,862,898,907,913,916,955,959,962,992,995,999,1006,1016,1019,1040,1045,1049,1060,1098,1107,1117,1121,1124,1189,1192,1196,1199,1230,1236,1239,1258,1268,1272,1275,1304,1307,1325,1332,1352,1355,1359],[520,521,522],"p",{},"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.",[524,525,527],"h2",{"id":526},"before-you-begin","Before you begin",[529,530,531],"ul",{},[532,533,534,535,539,540,543,544,547,548,551],"li",{},"You need the ",[536,537,538],"strong",{},"Owner"," or ",[536,541,542],{},"Admin"," role. Other roles do not see the ",[536,545,546],{},"Settings"," menu. If they open company setup, they see ",[536,549,550],{},"Admins only",".",[524,553,555],{"id":554},"open-company-setup","Open company setup",[520,557,558,559,562,563,566],{},"Go to ",[536,560,561],{},"Settings → Company",". The ",[536,564,565],{},"Company setup"," page opens. It has six cards:",[529,568,569,574,579,584,593,598],{},[532,570,571],{},[536,572,573],{},"Time zone",[532,575,576],{},[536,577,578],{},"Work week",[532,580,581],{},[536,582,583],{},"Attendance mode",[532,585,586,589,590,551],{},[536,587,588],{},"Currency & number format",". This card has its own page: ",[591,592,25],"a",{"href":26},[532,594,595],{},[536,596,597],{},"Office locations",[532,599,600],{},[536,601,602],{},"Work schedules",[520,604,605,606,609,610,551],{},"Holidays are not on this page. You add them with your leave types in ",[536,607,608],{},"Settings → Leave",". See ",[591,611,29],{"href":30},[524,613,615],{"id":614},"set-your-time-zone","Set your time zone",[520,617,618,619,539,622,625,626,629,630,633,634,637,638,551],{},"Your company's time zone decides which day a clock-in belongs to, and whether it is ",[536,620,621],{},"On time",[536,623,624],{},"Late",". Kelola also uses it for every time it shows, for \"today\" on ",[536,627,628],{},"Home"," and in ",[536,631,632],{},"My team",", and for ",[536,635,636],{},"Reports",". Set it first. It is the first step of the setup checklist on ",[536,639,628],{},[641,642,643,652,655,658,664],"ol",{},[532,644,645,646,648,649,551],{},"In the ",[536,647,573],{}," card, open ",[536,650,651],{},"Company time zone",[532,653,654],{},"Type to search, or pick from the list. Indonesia's zones come first: Asia\u002FJakarta (WIB, UTC+7), Asia\u002FMakassar (WITA, UTC+8), and Asia\u002FJayapura (WIT, UTC+9). Other Southeast Asian zones come next, then every other zone.",[532,656,657],{},"Check the hint under the field. It shows the time in that zone now, so you can compare it with a clock.",[532,659,660,661,551],{},"Select ",[536,662,663],{},"Save time zone",[532,665,666,667,551],{},"Read the message, then select ",[536,668,669],{},"Change time zone",[520,671,672,673,676],{},"New companies start on Asia\u002FJakarta, 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 ",[536,674,675],{},"UTC — Coordinated Universal Time (Etc\u002FUTC)",". That counts as a choice.",[678,679,680,683,708],"warning",{},[520,681,682],{},"You can change the time zone at any time. Nothing that is already saved changes, but Kelola reads it in the new zone:",[529,684,685,697,705],{},[532,686,687,688,690,691,693,694,696],{},"Past clock-ins can move to the day before or the day after, and their times show in the new zone. This applies to attendance lists, ",[536,689,628],{},", ",[536,692,632],{},", and ",[536,695,636],{},", including early departures.",[532,698,699,701,702,704],{},[536,700,621],{}," and ",[536,703,624],{}," do not change for past clock-ins. Kelola saved them at each clock-in. New clock-ins use the new zone.",[532,706,707],{},"Pay runs that already exist, and their payslips, never change. Pay runs you create later count worked days in the new zone.",[520,709,710,711,714,715,551],{},"Every change goes into the audit log as ",[536,712,713],{},"Company settings",", with the old and the new zone. See ",[591,716,89],{"href":90},[524,718,720],{"id":719},"set-your-work-week","Set your work week",[520,722,723,724,726],{},"The work week is the days your team works. Kelola uses it to count leave days, and for the target days in ",[536,725,636],{},". New companies start on Monday to Friday.",[641,728,729,738],{},[532,730,645,731,733,734,737],{},[536,732,578],{}," card, select the days under ",[536,735,736],{},"Working days",". Monday comes first. A selected day is a working day.",[532,739,660,740,551],{},[536,741,742],{},"Save work week",[520,744,745,746,749],{},"You must keep at least one working day. If you clear every day, Kelola shows ",[536,747,748],{},"Choose at least one working day"," and you cannot save.",[520,751,752,753,756],{},"A work schedule can have its own work week. People on that work schedule then use its days instead of the company's. See ",[536,754,755],{},"Set a work schedule's work week"," below.",[678,758,759,762,767],{},[520,760,761],{},"A changed work week counts only for new leave requests. Leave that people already requested keeps its number of days, whether it is pending or approved. Pay runs never change.",[520,763,764,766],{},[536,765,636],{}," and the team calendar read the work week when you open them, so they use the new days at once, also for past dates.",[520,768,710,769,771],{},[536,770,713],{},", with the old and the new days.",[524,773,775],{"id":774},"add-an-office-location","Add an office location",[520,777,778],{},"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.",[641,780,781,791,823,830],{},[532,782,783,784,786,787,790],{},"In ",[536,785,597],{},", enter a ",[536,788,789],{},"Name",", for example \"Head office\". Each location needs a different name.",[532,792,793,794,701,797,800,801],{},"Fill in the site's ",[536,795,796],{},"Latitude",[536,798,799],{},"Longitude",". Kelola has no map to pick from, so use one of these ways:\n",[529,802,803,809,820],{},[532,804,660,805,808],{},[536,806,807],{},"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.",[532,810,811,812,815,816,819],{},"Paste a map link or the two numbers into ",[536,813,814],{},"Paste a map link or coordinates",", then select ",[536,817,818],{},"Use",". Kelola reads links from Google Maps and OpenStreetMap, and text such as -8.6705, 115.2126.",[532,821,822],{},"Type the two numbers yourself.",[532,824,825,826,829],{},"Set the ",[536,827,828],{},"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.",[532,831,660,832,551],{},[536,833,834],{},"Add location",[520,836,837,838,841],{},"Once both numbers are filled in, select ",[536,839,840],{},"View on map"," to check the point. It opens Google Maps in a new tab.",[520,843,844],{},"The location appears in the list with its coordinates and radius. To check a saved location, select the map icon on its row.",[846,847,848],"tip",{},[520,849,850],{},"To find the coordinates, open a maps app and press and hold the spot. Most maps apps then show two numbers, such as -8.6705, 115.2126. The first number is the latitude. The second is the longitude. A short share link, such as one that starts with maps.app.goo.gl, does not contain the location. Open it first, then copy the full link from the address bar.",[524,852,854],{"id":853},"add-a-work-schedule","Add a work schedule",[520,856,857,858,539,860,551],{},"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 ",[536,859,621],{},[536,861,624],{},[641,863,864,871,877,887,893],{},[532,865,783,866,786,868,870],{},[536,867,602],{},[536,869,789],{},". Each work schedule needs a different name.",[532,872,825,873,876],{},[536,874,875],{},"Start time",". The default is 09:00.",[532,878,825,879,882,883,886],{},[536,880,881],{},"End time",". The default is 17:00. An end time earlier than the start time ends the next day, and the form shows ",[536,884,885],{},"Ends next day",". For example, 22:00 to 06:00 is one night shift.",[532,888,825,889,892],{},[536,890,891],{},"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.",[532,894,660,895,551],{},[536,896,897],{},"Add schedule",[520,899,900,901,903,904,906],{},"For example, say the start time is 09:00 and the grace period is 10 minutes. A clock-in at 09:10 is ",[536,902,621],{},". A clock-in at 09:11 is ",[536,905,624],{}," by 1 minute.",[520,908,909,910,912],{},"The end time is used in ",[536,911,636],{},": a clock-out before the end time counts as an early departure. For a night shift, the end is on the next morning.",[520,914,915],{},"Keep these limits in mind:",[529,917,918,921,924,927,933,936,943],{},[532,919,920],{},"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.",[532,922,923],{},"The end time cannot be the same as the start time.",[532,925,926],{},"A work schedule can last at most 16 hours, the same limit as one shift in automatic mode.",[532,928,929,930,932],{},"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 ",[536,931,624],{}," by 150 minutes.",[532,934,935],{},"The work week checks the day the shift starts. So a Friday night shift that ends on Saturday morning counts as a Friday.",[532,937,938,939,942],{},"A night work schedule shows its end with ",[536,940,941],{},"(+1)",", for example 22:00–06:00 (+1).",[532,944,945,946,949,950,539,952,954],{},"A work schedule is not the weekly schedule that a manager builds in ",[536,947,948],{},"My team → Schedule",". Shifts on that schedule do not change the ",[536,951,621],{},[536,953,624],{}," status.",[956,957,755],"h3",{"id":958},"set-a-work-schedules-work-week",[520,960,961],{},"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.",[641,963,964,969,978,988],{},[532,965,783,966,968],{},[536,967,602],{},", select the calendar icon on the work schedule's row.",[532,970,971,972,539,975,551],{},"Choose ",[536,973,974],{},"Use company default",[536,976,977],{},"Custom days",[532,979,980,981,983,984,987],{},"For ",[536,982,977],{},", select the days under ",[536,985,986],{},"Working days on this schedule",". Keep at least one day.",[532,989,660,990,551],{},[536,991,742],{},[520,993,994],{},"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.",[524,996,998],{"id":997},"choose-your-attendance-mode","Choose your attendance mode",[520,1000,1001,1002,1005],{},"The attendance mode decides how the ",[536,1003,1004],{},"Attendance terminal"," records a scan. It applies to everyone in your company.",[641,1007,1008,1013],{},[532,1009,783,1010,1012],{},[536,1011,583],{},", open the list.",[532,1014,1015],{},"Choose a mode. Kelola saves it right away. There is no save button.",[520,1017,1018],{},"The two modes work like this:",[529,1020,1021,1034],{},[532,1022,1023,1026,1027,539,1030,1033],{},[536,1024,1025],{},"Explicit clock in \u002F out"," is the default. Employees choose ",[536,1028,1029],{},"Clock in",[536,1031,1032],{},"Clock out"," on the terminal, then scan.",[532,1035,1036,1039],{},[536,1037,1038],{},"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.",[520,1041,1042,1043,551],{},"To see what your employees do at the terminal, read ",[591,1044,49],{"href":50},[524,1046,1048],{"id":1047},"give-each-employee-a-location-and-a-work-schedule","Give each employee a location and a work schedule",[520,1050,1051,1052,1055,1056,1059],{},"Your locations and work schedules do nothing until an employee has them. Each employee has one ",[536,1053,1054],{},"Office location"," and one ",[536,1057,1058],{},"Work schedule"," on their record.",[641,1061,1062,1067,1074,1084,1093],{},[532,1063,558,1064,551],{},[536,1065,1066],{},"People",[532,1068,1069,1070,1073],{},"Select the pencil icon next to the employee. The ",[536,1071,1072],{},"Edit employee"," form opens.",[532,1075,1076,1077,1079,1080,1083],{},"Choose an ",[536,1078,1054],{},". Leave it on ",[536,1081,1082],{},"Remote \u002F unassigned"," for someone who does not work at any of your offices.",[532,1085,1086,1087,1089,1090,551],{},"Choose a ",[536,1088,1058],{},", or leave it on ",[536,1091,1092],{},"Unassigned",[532,1094,660,1095,551],{},[536,1096,1097],{},"Save changes",[520,1099,1100,1101,1104,1105,551],{},"You can set the same two fields when you add a new employee with ",[536,1102,1103],{},"Add employee",". For the rest of the form, see ",[591,1106,37],{"href":38},[846,1108,1109],{},[520,1110,1111,1112,539,1114,1116],{},"Type a new name in ",[536,1113,1054],{},[536,1115,1058],{},", then choose to create it. A short form opens for the rest of the details, so you do not have to leave the employee form.",[524,1118,1120],{"id":1119},"see-what-happens-at-clock-in","See what happens at clock-in",[520,1122,1123],{},"When an employee scans to clock in, Kelola looks at their record:",[1125,1126,1127,1141],"table",{},[1128,1129,1130],"thead",{},[1131,1132,1133,1136,1138],"tr",{},[1134,1135,1054],"th",{},[1134,1137,1058],{},[1134,1139,1140],{},"What Kelola does",[1142,1143,1144,1160,1173],"tbody",{},[1131,1145,1146,1150,1153],{},[1147,1148,1149],"td",{},"A location",[1147,1151,1152],{},"A work schedule",[1147,1154,1155,1156,539,1158,551],{},"Checks the geofence. Marks the clock-in ",[536,1157,621],{},[536,1159,624],{},[1131,1161,1162,1164,1168],{},[1147,1163,1149],{},[1147,1165,1166],{},[536,1167,1092],{},[1147,1169,1170,1171,551],{},"Checks the geofence. Always marks the clock-in ",[536,1172,621],{},[1131,1174,1175,1179,1182],{},[1147,1176,1177],{},[536,1178,1082],{},[1147,1180,1181],{},"Any",[1147,1183,1184,1185,1188],{},"Skips the geofence. Marks the clock-in ",[536,1186,1187],{},"Remote verified",", never on time or late.",[520,1190,1191],{},"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.",[524,1193,1195],{"id":1194},"edit-a-location-or-a-work-schedule","Edit a location or a work schedule",[520,1197,1198],{},"You can change a location or a work schedule at any time.",[641,1200,1201,1204,1225],{},[532,1202,1203],{},"Select the pencil icon on its row.",[532,1205,1206,1207,690,1209,690,1211,701,1213,1215,1216,690,1218,690,1220,701,1222,1224],{},"Change the fields you need. A location has a ",[536,1208,789],{},[536,1210,796],{},[536,1212,799],{},[536,1214,828],{},". A work schedule has a ",[536,1217,789],{},[536,1219,875],{},[536,1221,881],{},[536,1223,891],{},". The same limits apply as when you add one, and each name must still be different.",[532,1226,660,1227,551],{},[536,1228,1229],{},"Save",[520,1231,1232,1233,1235],{},"To change a work schedule's work week, use the calendar icon. See ",[536,1234,755],{}," above.",[520,1237,1238],{},"An edit counts from the next clock-in. Past attendance does not change:",[529,1240,1241,1247],{},[532,1242,1243,1246],{},[536,1244,1245],{},"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.",[532,1248,1249,1252,1253,690,1255,1257],{},[536,1250,1251],{},"Work schedule:"," each clock-in keeps a copy of the start time, end time and grace period it was checked against. So ",[536,1254,621],{},[536,1256,624],{}," 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.",[520,1259,1260,1261,539,1263,1265,1266,551],{},"Every add, edit, archive, restore and removal goes into the audit log as ",[536,1262,1054],{},[536,1264,1058],{},", with the old and the new values. See ",[591,1267,89],{"href":90},[524,1269,1271],{"id":1270},"remove-or-archive-a-location-or-a-work-schedule","Remove or archive a location or a work schedule",[520,1273,1274],{},"You can remove a location or a work schedule only while nothing uses it. When something still uses it, archive it instead.",[641,1276,1277,1280,1289],{},[532,1278,1279],{},"Select the trash icon on its row.",[532,1281,783,1282,1285,1286,551],{},[536,1283,1284],{},"Remove this item?",", select ",[536,1287,1288],{},"Remove",[532,1290,1291,1292,1295,1296,1299,1300,1303],{},"If the item is still in use, the dialog changes to ",[536,1293,1294],{},"Archive instead?",". It lists what uses the item. Select ",[536,1297,1298],{},"Archive"," to archive it, or ",[536,1301,1302],{},"Cancel"," to keep it as it is.",[520,1305,1306],{},"An item is in use when:",[529,1308,1309,1319,1322],{},[532,1310,1311,1312,701,1315,1318],{},"An employee has it on their record, with any status. This includes ",[536,1313,1314],{},"Invited",[536,1316,1317],{},"Offboarded"," employees.",[532,1320,1321],{},"It is a location, and someone has clocked in there. Their attendance history still points to it.",[532,1323,1324],{},"It is a location, and a shift on the schedule takes place there.",[520,1326,1327,1328,1331],{},"An archived item shows an ",[536,1329,1330],{},"Archived"," badge in its list. It works like this:",[529,1333,1334,1337,1344,1349],{},[532,1335,1336],{},"You cannot choose it for an employee or a shift any more.",[532,1338,1339,1340,701,1342,551],{},"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 ",[536,1341,621],{},[536,1343,624],{},[532,1345,1346,1348],{},[536,1347,636],{}," still let you filter by an archived location.",[532,1350,1351],{},"Its name stays taken. You cannot add a new item with the same name.",[520,1353,1354],{},"To use an archived item again, select the restore icon on its row. It comes back into every list at once.",[524,1356,1358],{"id":1357},"next-steps","Next steps",[529,1360,1361,1365,1369,1373],{},[532,1362,1363],{},[591,1364,21],{"href":22},[532,1366,1367],{},[591,1368,25],{"href":26},[532,1370,1371],{},[591,1372,29],{"href":30},[532,1374,1375],{},[591,1376,49],{"href":50},{"title":1378,"searchDepth":1379,"depth":1379,"links":1380},"",2,[1381,1382,1383,1384,1385,1386,1390,1391,1392,1393,1394,1395],{"id":526,"depth":1379,"text":527},{"id":554,"depth":1379,"text":555},{"id":614,"depth":1379,"text":615},{"id":719,"depth":1379,"text":720},{"id":774,"depth":1379,"text":775},{"id":853,"depth":1379,"text":854,"children":1387},[1388],{"id":958,"depth":1389,"text":755},3,{"id":997,"depth":1379,"text":998},{"id":1047,"depth":1379,"text":1048},{"id":1119,"depth":1379,"text":1120},{"id":1194,"depth":1379,"text":1195},{"id":1270,"depth":1379,"text":1271},{"id":1357,"depth":1379,"text":1358},"Set your time zone and work week, add office locations and work schedules, give them to your employees, and choose an attendance mode.","md",{},{"title":17},{"title":17,"description":1396},"RydC11s0FNHvdv43MGg6we4ojqkWAIridTL8w9G24Uw",[1403,1404],{"title":13,"path":14,"stem":15,"children":-1},{"title":21,"path":22,"stem":23,"children":-1},1793323817781]