Roles and Permissions in Keka define who can access what—and what actions they can take—within the HR portal. Roles act like access keys, enabling users to view, edit, or manage specific parts of the system. Permissions then specify exactly what each role can do, ensuring data security and operational clarity.
By assigning the right roles and permissions, you ensure employees have the access they need to perform their tasks, without compromising sensitive information.
How to access Roles and permissions?
To manage roles and permissions:
Go to Global Settings
Click on Roles & Permissions
Here, you’ll find two tabs: User Roles and Implicit Roles. These define how access is structured in Keka based on administrative or organizational responsibilities.
1) User Roles
User Roles are based on administrative responsibilities within the Keka HR Portal. You can assign predefined roles such as:
Global Admin
HR Manager
Payroll Manager
These roles control access to key features such as:
Managing employee records
Running payroll
Approving settlements
You can also create custom roles, selecting the exact permissions users should have. This allows you to align access with your internal processes and security standards.
click on this link: Understanding User Roles
2) Implicit Roles
Implicit Roles are automatically assigned based on an employee’s job position within your organization. These roles include:
Reporting Manager
Department Head
Business Head
They allow access to role-relevant data and workflows such as:
Approving leave and expenses
Accessing documents for direct reports
Managing department-level requests
Implicit roles can be customized to support approval chains or to grant access to critical processes like asset issuance or financial approvals.click on this link: Understanding Implicit Roles
Why it matters
Having clearly defined roles and permissions ensures secure, efficient use of the Keka HR system. It allows you to:
Maintain data confidentiality
Build custom approval chains
Support onboarding, exits, and financial workflows without bottlenecks
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