Understanding User Roles

In Keka, User Roles and Permissions control what employees can see and do within the system. Think of roles as access tags that unlock specific features for specific users—like giving payroll access to the finance team or asset permissions to the asset manager.

You can assign default roles, customize them, or even create new ones based on your organization’s structure. This gives you precise control over access and ensures employees only have the permissions they need to do their jobs effectively.

Let us understand the User Roles tab and its functionality in detail. 

Types of Roles

Keka provides a set of predefined user roles commonly used by most organizations. Each role comes with its own set of permissions:

1) Global Admin

Has full access to the entire system, including financial data and executive dashboards. This is the most powerful role and should be limited to select individuals.

2) HR Executive

Can manage all employee data except financials. Ideal for HR staff handling onboarding, profiles, and day-to-day operations.

3) Project Admin

Manages all aspects of the Projects module—team assignments, tasks, and related expenses.

4) Asset Manager

Manages company assets such as laptops, phones, and other equipment.

5) Payroll Admin

Has complete authority to run and manage payroll-related processes.

6) HR Manager

Accesses all employee information, including sensitive financial data.

7) Performance Admin

Controls the Performance module, including review cycles, feedback, and goal tracking.

8) Requisition Manager

Can create and manage job requisitions in the Keka Hire module.

9) Expense Manager

Oversees all employee expenses and related approvals.

10) Travel Desk Manager

Manages travel booking requests and approvals.

11) Help Desk Manager

Handles helpdesk tickets and employee queries.

How to assign or remove a User from Roles and Permissions?

To manage users assigned to a role:

1. Go to Global Settings > Roles & Permissions

2. Under the User Roles tab, select a role

3. Click Manage Users

In the Manage Users screen:

• To add a user: Type their name and select it from the dropdown

• To remove a user: Click the X next to their name

• To add specific conditions: Click +Add new scope and set filters like department or location

Click Save to apply your changes.

Note: Only Global Admins can create, assign, or remove user roles.

How to Create a New User Role?

To create a custom role:

1. In the User Roles tab, click +New Role

2. On the creation screen, enter:

   • Role Name

   • Role Description

3. Under Feature, select a module (e.g., Attendance, Payroll)

4. In the Privileges section, choose the permissions you want to enable—either individually or all at once

5. Click Save

Your new role will now appear in the User Roles list.

How to Create a Hire Custom role?

Want to tailor access specifically for your recruitment team? You can easily create a custom role for Keka Hire with specific permissions.

1. Go to User Roles under Global Settings > Roles & Permissions

2. Click the dropdown next to +New Role and select +Add Hire custom role

3. You’ll be taken to a new screen where you can customize the role:

   • Expand categories like Permissions, Job, Offer Management, and Others

   • Toggle the checkboxes to grant access to the relevant features

4. Once you're done, click Save

Your new Hire-specific role will now appear under the User Roles list—ready to assign to your recruiters or hiring managers!

How to Edit Privileges for an Existing Role?

To update an existing role’s permissions:

1. Go to Global Settings > Roles & Permissions

2. Select the role and click the pencil icon

3. On the edit screen:

   • Navigate to Privileges

   • Select or deselect the permissions as needed

4. Click Update to save changes

Note: Permissions marked with a ‘Global’ tag may require wider system access to function properly. These are linked to other parts of the platform.