Configuring and Managing Probation Policies

The probationary period is a critical stage for both the employer and the new employee. It helps identify an employee’s strengths and fit within the organization, while also giving them time to adapt to company culture and processes.

In Keka, you can easily create and manage probation policies tailored to different departments, business units, or job roles. This article walks you through how to create, configure, and manage probation policies in your Keka HR portal.

Creating a Probation Policy

To create a new probation policy in Keka:

1. Navigate to Org → Employees → Probation → Probation Policy.

2. Click +Add Probation Policy.

   

3. In the Add Probation Policy window, enter the following details:

   • Policy Name

   • Description

   • Duration (probation period length)

   • Maximum number of extensions allowed for the employee

4. Click Save to create the policy.

   

Once saved, you can further configure the settings from the Probation Policy screen.

Advanced Policy Settings

To modify these options:

1. Click Edit in the Probation Policy Settings section.

   

2. Select Yes under “Do you want to evaluate an employee as part of probation status change?” if you wish to enable evaluations.

After creating the policy, two additional configuration options become available:

• Evaluate at the end of probation:
  Automatically triggers an evaluation before the probation period ends. You can collect feedback from a specific employee or a role such as the reporting manager.

• End employee probation automatically:
  Automatically ends an employee’s probation period once the defined time period ends.

  Note: This option is unavailable if you enable the evaluation setting.

Configuring the Evaluation Process

Once evaluation is enabled, you can define who will provide feedback and how it will be collected.

1. Who Should Give Feedback

Select the evaluators or roles responsible for providing feedback. Keka supports multiple evaluation levels, allowing input from different perspectives.

For each level, configure:

• Evaluators: Assign users or roles for evaluation.

• Reminders: Set automatic reminders for evaluators to complete feedback on time.

• Auto-Approval: Choose to auto-approve evaluations if no action is taken within a specified timeframe.

2. Assign To Option

• Assign to – All: All evaluators must complete the evaluation before moving to the next level.

• Assign to – Any: The process advances once any one evaluator submits feedback.

3. Automatic Triggers and Feedback Timelines

• Enable Automatically trigger evaluation process X days before the probation end date and set the desired days.

• Define how soon the feedback must be completed before the probation end date.

4. Feedback Form Setup

If you require participants (the employee and reviewers) to submit feedback:

• Check the Participants need to submit the feedback form option.

• You can Preview the Feedback Form and decide who needs to submit it.

  Click Update to save all settings.

  

Managing Probation Policies

To modify an existing policy:

1. Go to Org → Employees → Probation → Probation Policy.

2. Select the policy you want to edit.

3. Click the three-dot menu at the top-right corner and choose Edit to edit the name, description, or duration.

   

4. After making changes, click Update to save.

   

To edit the policy settings (like evaluation or auto-end options), click the Pencil icon in the Probation Policy Settings section and update the configurations.
 

Deleting a Probation Policy

To delete an existing probation policy:

1. Go to the Probation Policy tab.

2. Click the three dots (⋯) on the top-right corner of the policy card.

3. Select Delete.

   

Note: You cannot delete a policy if it is set as the default policy or if employees are currently assigned to it.