Keka’s Event Triggers let you automate notifications and integrate with external tools whenever specific events occur (for example, a new hire’s joining day, document expiry, or employee lifecycle updates). You can configure:
Email triggers – to notify employees, managers, or HR
Webhooks – to push real-time data to other applications
Slack notifications – to post updates directly into Slack channels
This article explains how to set up all three using Event Triggers.
Accessing Event Triggers
Click the Global Settings (gear) icon in the portal header.
Go to Communications and select Event Triggers.
Use the relevant tab (for example, Employee, Documents, etc.) to find the event you want to configure.
In this article, we will use examples from:
Employee tab – for a new hire’s joining day email trigger
Documents tab – for Slack notifications on employee document expiry
Configuring an Email Trigger for a New Hire’s Joining Day
The email trigger for a new employee welcome event helps streamline onboarding by automatically sending essential details such as event time, location, agenda, and participant information. This ensures new hires are well-informed and feel welcomed on day one, while HR can focus on other key tasks.
Keka also offers the flexibility to enable or disable this trigger at any time, ensuring smooth and timely communication.
Note: In this example, we are enabling an email notification for a new joinee. In the same way, you can configure similar triggers for other events and sections in Keka.
Steps to Access and Customize the Email Trigger
Click on the Global Settings (gear) icon in the portal header.
Navigate to Communications → Event Triggers.
On the Event Triggers page, click on the Employee tab.
Adding and Configuring the Welcome Event Trigger
In the search box, type to search for the relevant event trigger.
If it’s not listed, click + Add New Event to add it to the list.
Click the + icon on that event row to configure the event actions.
Select Welcome Event, which triggers automatically on the new employee’s joining day.
Click Add Action and select Send Email from the dropdown to automatically send a welcome email to the new hire and/or other recipients.
Customizing the Welcome Email
In the Email Action section, enter the Name, Subject, and Email recipients.
Click Select Template to:
Choose from a Keka Default Template, or
Create and save a custom template for future use.
Click Create to finalize and save the email trigger.
Activating or Deactivating the Trigger
Use the status toggle next to the event trigger to turn it ON or OFF at any time.
This gives you full control over when the welcome emails are sent.
Configuring Webhook Actions for Events
Webhooks allow you to push real-time event data from Keka to external applications (for example, internal tools, integration middleware, or notification systems). You can add a webhook action to the same event where you configured an email, or to any other event trigger.
Adding a Webhook Action to an Event Trigger
On the Event Triggers page, locate and open the desired event (for example, Welcome Event, New Employee Added, Leave Approved, etc.).
Click + Add Action.
From the dropdown, choose Webhook.
In the Webhook Action configuration:
Enter a Name for the webhook action (for example,
New Hire – Notify Internal App).Specify the URL to which Keka will post the JSON representation of the event.
Optionally, add any required Headers and Params (for example, authentication tokens, routing keys, etc.).
Click Create to save the webhook action.
From now on, whenever this event occurs, Keka will send an HTTP POST request with event data to the configured URL.
You can combine Send Email and Webhook actions on the same event to notify both people (via email) and systems (via webhooks).
Integrating Slack Notifications via Event Triggers
You can also configure Slack notifications for specific events (for example, document expiry reminders) using a dedicated Slack Notification action via Event Triggers.
Example: Slack Notification for Employee Document Expiry
Accessing the Relevant Event
Go to Global Settings by clicking the gear icon.
Click on Communications, then open the Event Triggers tab.
Select the Documents tab to view the configuration for document-related events.
Under the Documents category, choose Employee Document Expiry Reminder for Slack integration.
On the selected event configuration page, click + Add Action.
From the action type dropdown, select Slack Notification.
Configuring the Slack Notification
Enter the Name of the Slack action (for example,
Doc Expiry – Slack Alert).Paste the Slack URL (typically your Slack Incoming Webhook URL) into the URL field.
Click Test to verify the integration and ensure Slack is receiving messages correctly.
Once verified, click Create to save the setup.
That’s how you can integrate Slack notifications in Keka for smoother communication and real-time visibility on events such as employee document expiry.
By using Email Triggers, Webhooks, and Slack Notifications together via Event Triggers, you can:
Automate communication with employees and managers
Keep your external systems and tools in sync
Provide timely notifications in Slack for better collaboration and transparency across teams
Comments
0 comments
Please sign in to leave a comment.