Managing Employee Profiles on Keka HR

Keeping employee profiles accurate and up-to-date is key to efficient HR operations. Keka HR makes it simple for administrators to manage, update, and customize employee details—all in one place.

This guide covers how to access employee profiles, update their information, set permissions, and customize profile layouts.

Navigation

1. Access an Employee Profile

1. Use the Search bar at the top of your Keka dashboard.

2. Enter the employee’s name you want to view.

3. Click the employee’s name from the search results to open their profile.

The employee profile page includes several tabs:

About, Profile, Job, Time, Documents, Assets, Finances, Expenses, Performance

2. Update Employee Profile Information

1. Go to the Profile tab.
   If any details are incomplete, Keka will show a profile completion percentage and highlight mandatory fields.

2. Each section is displayed as a card—for example:

   • Primary Details

   • Contact Details

   • Addresses

   • Experience

   • Education

   • Identity Information

3. Click Edit on the relevant card to update information.

4. Fill in mandatory fields marked in red, such as First Name, Last Name, Gender, Date of Birth, or Nationality.

5. Click Update to save changes.

3. Add or Update Identity Information

1. In the Identity Information card, click Add Details.

2. Choose the Document Type (e.g., PAN Card, Aadhar Card, Voter ID, Driving License, or Passport).

3. Enter the required details and upload the document file.

4. Click Save.

4. Change an Employee’s Job Title with an Effective Date

When promoting an employee or moving them to another department, you can assign a new job title and specify the effective date.

1. Go to the Job tab in the employee’s profile.

2. Click the Edit icon next to the current job title.

3. Select Change Job Title.

4. Choose the new job title and select the effective date from which it applies.

5. Click Update.

Once saved, the new job title and effective date appear as a banner in the Job Details section.

5. Set Field Permissions

Admins can control who can view or edit specific profile fields.

1. Go to Org > Employees > Settings > Employee Profile Layout.

2. Click the three dots and choose Manage Field Permissions.

   

3. In the confirmation popup, verify the selected work location and click Continue.

   

4. On the Manage Field Permissions page, you can:

   • Mark fields as mandatory

   • Define visibility and edit permissions

   • Set if approval is required for updates

5. Click Save to apply your changes.

   

6. Customize Profile Cards

You can rearrange or modify the layout of employee profile cards.

1. In the Employee Profile Structure section, click Customize.

   

2. Use the Edit icon to adjust field settings.

3. Drag and drop cards using the Drag icon to change their placement.

   

4. Click Publish changes to save the layout.

Notes, Tips, Important, Warnings

Tip: Keep profile completion above 90% to ensure compliance and data accuracy across HR modules.

Important: Always review permissions before publishing layout changes to prevent accidental data exposure.