Set Up Job Architecture in Keka: Job Titles, Levels & Career Tracks

Introduction

Use Keka’s Job Architecture to define consistent job levels and career tracks across your organisation. This helps standardise promotions, compensation, and role expectations—replacing scattered spreadsheets and inconsistent job titles.

This guide walks you through setting up Levels and Career Tracks—the foundational layer for your org’s job framework. You don't need job titles to start, but it's best to define them before setting levels and career paths.

Who can do this: Admins with access to Org and Job Architecture configuration.

Steps to Set Up Job Levels and Career Tracks in Keka

Open Job Architecture

1. Go to Org from the left navigation.

2. Select Job Architecture.

3. On the Dashboard, you’ll see setup tiles for:

   • Job Titles

   • Levels & Tracks

   • Upcoming features like Job Families and Career Paths

(Optional) Define Job Titles

You can manage job titles in two places:

1. Org → Job Architecture → Dashboard → Job Titles → Update

2. Employees → Settings → Job Titles

   

To add a job title:

1. Click + Add Job Title.

   

2. Fill in:

   • Job Title (required)

   • Experience Required (in years)

   • Description (optional)

3. Add Responsibilities (you can list multiple).

4. Add Skills Required:

   • Select a skill

   • Set the Expected Rating (out of 3)

   • Assign a Weightage (%) based on importance

5. Click Save.

   

To edit an existing job title:

1. Click the edit (pencil) icon next to a title.

   

2. Make your changes and click Update.

   

Configure Global Levels

1. From the Dashboard, go to Levels & Tracks and click Update.

   

2. Under Global levels, define:

   • Starting level (e.g., 1)

   • Highest level (e.g., 8)

3. Choose a naming format:

   • Numbers only (1, 2, 3…)

   • Alphanumeric (e.g., L1, L2…)

4. Use the preview to check your level format.

5. Click Next.

   

Create Career Tracks

1. Under Career tracks, add each track:

   • Track Name (e.g., Individual Contributor, Management, Executive)

   • Start Level and End Level

   • (Optional) Description

2. Click + Add Track to add more.

3. Click Next.

   

Review & Confirm

1. On the final screen, review your setup:

   • Levels on the left (e.g., L1–L8)

   • Tracks as columns (e.g., IC, Management, Executive)

   • Each level-track combo (e.g., IC-1, M-1, E-1)

2. If everything looks good, click Save.

   

3. Under the Level & Tracks tab, you can also click on edit Manage Levels & Tracks to access the configuration page.

   

Options & Variants

• You can start with Levels & Tracks without defining Job Titles, though titles help align expectations.

• Naming formats for levels can be numeric or alphanumeric with prefixes (e.g., L1, L2).

• Career tracks are flexible—add only those you use (e.g., skip Executive if not relevant).

Field Reference / Parameters

Notes, Tips, Important, Warnings

Tip: Align on job title naming conventions before you begin to avoid rework later.

Important: If tracks don’t align with your levels during setup, go back and adjust the start/end levels before saving.

Examples & Use Cases

• Example setup: L1–L8 levels, with three tracks—Individual Contributor (L1–L6), Management (L3–L8), Executive (L6–L8).

• Use case: A designer may progress from IC-1 to IC-6, then transition to Management at M-4 if taking a leadership role.

Troubleshooting

FAQs

1. Do I need to set up Job Titles to use Levels & Tracks?
   No. You can begin with just Levels & Tracks. Job Titles help define expectations early, but they’re not mandatory.

2. Who gets this feature? Is it an add-on?
   This is included for all Keka CoreHR customers. No add-on is required.

3. What impact should customers expect?
   Expect clearer hierarchy, consistent decisions, and reduced ambiguity—Keka projects up to a 35–40% drop in clarification requests.