Update your profile and documents

Your profile holds your contact details and your personal documents. Keep your phone number, address, and emergency contact up to date, so your company can reach you or someone close to you. You can also upload files such as your contract, your ID, or a tax document.

Before you start

• Every role can use this page: Employee, Manager, Admin, and Owner. You only need to be signed in.
• Have your files ready as PDF or image files. Each file can be up to 10 MB.

Open your profile

Open My space → My profile. You can also open your account menu and select My profile.

The page has three parts:

• a card with your work details, which you can read but not change
• Personal & emergency contact, which you fill in yourself
• Documents, where you upload your files

Check your work details

The first card shows your name and these details from your employee record:

• Email: the work email you sign in with
• Department: the group you belong to
• Position: your position in your company's org structure
• Employment: your employment type
• Role: what you can do in Kelola
• Joined: the date you joined the company

A dash (—) means the detail is not set yet.

You cannot change these details here. An admin or the owner of your company manages your name, department, job title, employment type, and role. If one of these is wrong, ask them. An admin can also correct your work email and join date. If your work email changes, you are signed out, and you sign in again with the new email. Both your old and your new address get an email about the change.

Update your contact details

1. Under Personal & emergency contact, fill in or change the fields.
2. Select Save changes.

Kelola shows Profile updated.

Every field is optional. To remove a detail, empty the field and select Save changes.

For a phone number, use digits, spaces, and the characters + ( ) -. For example: +62 812 3456 7890. If a number has letters in it or is too short, Kelola marks the field and does not save. Fix the number, then select Save changes again.

Who sees your contact details

• Admins and the owner see them on your employee record. They cannot change them. Only you can.
• People with the Manager or Employee role do not see them. This includes your manager, unless your manager has the Admin or Owner role.
• When someone from the Kelola team works inside your company, for example to help with setup, they have the same access as an admin.

Upload a document

1. Under Documents, choose what the file is in Type: Contract, ID document, Tax document, or Other. The field starts on Contract, so change it if you upload something else.
2. Drag your file onto the upload area, or click the area to choose a file.
3. Select Upload.

Kelola shows Document uploaded, and the file appears in the list under the upload area. Each row shows the file name, its type, its size, and the date you uploaded it. The newest file is at the top.

Keep these rules in mind:

• You can upload PDF and image files only. The file picker shows only these types.
• A file can be up to 10 MB. The upload area shows this limit. If you add a bigger file, Kelola does not add it and shows a message with the file's name.
• You can add several files at once. They all get the Type you chose. If a file cannot be uploaded, it stays in the upload area and Kelola shows why.
• If you select Upload before you add a file, Kelola shows Choose a file first.
• To fix a file's name or type after you upload it, see Rename a document or change its type below.

Rename a document or change its type

1. On the file's row, select the pencil icon. Edit document opens.
2. Change the File name, the Type, or both.
3. Select Save changes.

Kelola shows Document updated. If you changed nothing, it shows No changes to save.

• The file itself stays the same. Only its name and its type change.
• If you leave out the file extension, for example you type Contract 2026 for scan.pdf, Kelola keeps the old one. The file is then called Contract 2026.pdf.
• The name cannot be empty. Kelola removes quotation marks and slashes from it.

Open a document

On the file's row, select View. The file opens in a new browser tab.

The link to the file works for 5 minutes. After that, select View again to open the file.

If no new tab opens, your browser may have blocked it as a pop-up. Allow pop-ups for Kelola, then select View again.

Delete a document

1. On the file's row, select the trash icon.
2. Kelola asks you to confirm. Select Delete, or select Cancel to keep the file.

Kelola shows Document deleted, and the file disappears from the list.

Who can see your documents

• You can see, open, rename, and delete your own documents.
• Admins and the owner are allowed to see, open, rename, and delete them too.
• People with the Manager or Employee role cannot see them.
• When someone from the Kelola team works inside your company, they have the same access as an admin.
• Kelola stores every file encrypted. A file never gets a public link. The link that View opens works only for someone signed in to your company, and only for 5 minutes.

Next steps

• Read your payslip
• Request leave
• Set your preferences