Create and Manage PIPs with Templates and Tasks

Overview

This article helps HR teams and managers use Keka’s new PIP Templates and Tasks to streamline performance improvement plans (PIPs). These features save time, promote consistency, and support employee development across departments.

With these tools, you can:

1. Quickly create reusable PIP templates.

2. Assign structured tasks to employees.

3. Track and validate progress.

4. Make informed decisions based on task completion.
   

Steps to Create and Manage PIPs

Accessing PIP Templates

1. Go to the Performance section in your Keka dashboard.

2. Click on Performance Improvement Plan.

3. Select the PIP Templates tab.

   

Here, you’ll see a list of all available templates. Each template includes:

• Title (e.g., Leadership - PIP Template)

• Number of tasks

• Applicable departments

• PIP duration

• Task breakdown — what the employee needs to complete (e.g., improve collaboration, complete training modules)

  

Creating a New PIP Template

1. In the PIP Templates section, click Create Template.
   
   

2. Fill out the form:

   Field	Description
   Department Selector	Choose a department or select all departments
   Template Title	Name of your template
   Description	Add context about the template's purpose
   PIP Duration	Set the completion timeline for the PIP
   Tasks	Add tasks using the Add Task button

3. For each task, fill in the following:

   Task Field	Description
   Task Title	Short title for the task
   Task Description	Detailed explanation of what’s expected
   Task Duration	How many days after start it should be completed
   Validator	Person or role who verifies the task is complete
   Mandatory Attachments	Require proof of completion (e.g., documents)

4. Click Create to save the template.
   
   

Starting a PIP with a Template

1. Go to the In Process tab in the PIP module.

2. Click on +Add an employee to PIP.

   
   

3. Use the dropdown to choose a relevant PIP Template.

4. (Optional) Click Add Attachments to include any supporting files.

5. You can also select the Pre-defined template in case you want.
   
   
    

6. In the Add Improvement Plan field, enter specific notes or the reason for placing the employee under PIP. This field is mandatory.

7. Set the PIP duration, start date, and end date.

8. Click Start to initiate the PIP. Once started, the employee will see the assigned tasks along with deadlines.

   

Adding Task to an Existing Template

1. Go to the PIP Templates section.

2. Select a template.

3. Click + Add Task and enter the required details.

   

4. Click Create to save changes.

   

Creating a Custom Task for an Employee

1. Go to the In Process section.

2. Select the employee’s PIP record.

3. Click +Create Custom Task for Employee.

   
    

4. Fill in the task details and click Create.

This lets you tailor tasks to the employee’s specific needs outside of predefined templates.

Using the Decision Screen to Track PIP Progress

Keka now integrates task progress into the Make Decision screen.

1. In the In Process tab, locate the employee.

2. Click Make Decision.

   

3. You’ll see all assigned PIP tasks and their statuses.

   

This helps you evaluate the employee’s progress before making a final decision on the PIP outcome.

Options & Variants

• Department-Specific vs. All Departments: Templates can be scoped to one or all departments.

• Template vs. Custom Tasks: You can use predefined templates or create task plans from scratch.

• Task Validation: Assign validators for accountability—these can be managers or other designated roles.

• Attachments: Some tasks may require documents as proof of completion.

Field Reference

Notes & Tips

Tip: Use clear, measurable tasks to make validation easier for managers.

Important: The “Reason for PIP” field is mandatory when initiating a plan.

Note: Always define realistic task durations to keep the plan actionable and achievable.

Next Steps

Explore more performance management articles in Keka:

• Creating a New Goal.
• Managing Team Goals.

For support, contact Keka Support or fill out this form for personalised assistance.