Bulk Skill Add/Update Email Notifications from Skills Administration

Introduction

Use the bulk skill profile update email action in Keka to prompt employees to add or update their skills profile from Skills > Administration.

Earlier, admins had to manually follow up with employees to keep skills data updated. This often caused employee skills data to become stale, which affected downstream use cases such as resource allocation, skill gap analysis, workforce planning, and internal opportunity matching.

With this feature, admins can trigger a bulk personalised email from the Skills Administration page. Each selected employee receives an email with a deep link to their skills profile, making it easier for employees to complete the required update.

The email content changes based on the employee’s skills profile state:

• Employees With Skills: Employees are prompted to update ratings, experience, and certifications.
• Employees Without Skills: Employees are prompted to add skills to their profile.

Who can do this: Admins with access to Performance, Skills, and Skills Administration.

Steps to Send Bulk Skill Profile Update Emails in Keka

Open Skills Administration

1. Go to Performance from the left navigation.
2. Select Skills.

3. Open the Administration tab.

   

4. You’ll see employees grouped under two tabs:
5.  

   • Employees With Skills

     

   • Employees Without Skills

     

Select Employees

1. Open the required employee tab based on the update action needed.
2. Use the checkboxes to select employees.
3. Use filters, if required, to narrow down the employee list.
4. You can filter employees by:
5.  
   • Business Unit
   • Department
   • Location
   • Job Title

6. Use the search field to find a specific employee, if required.

   

Trigger the Bulk Email Action

1. After selecting the required employees, click the new bulk email action available on the Skills > Administration page.
2. Keka sends a personalised email to each selected employee.
3. The email includes a deep link to the employee’s skills profile.
4. Employees can open the link and update or add skills based on their current skills profile state.

Variant A: Employees With Skills

Use this variant when employees already have skills listed in their profile.

This email prompts employees to review their existing skills and update any missing or outdated details, such as:

• Skill ratings
• Recent experience
• Certifications

Steps for Employees With Skills

1. Go to Performance  and click on Skills. Under Skills, go to Administration tab.

   

2. Open the Employees With Skills tab.

3. Use filters such as Business Unit, Department, Location, or Job Title to narrow down the list, if required.

   

4. Select the employees using the checkboxes.

5. Click the new Update Ratings option on the page.

   

6. Keka sends a personalised email with a deep link to each selected employee’s skills profile.
7. Employees can open the link and update their ratings, recent experience, or certifications.

Mail: Variant A

Subject: Your skills profile needs a quick update on Keka

Hi {Employee Name},

You have skills listed on Keka, but your profile may be missing updated ratings, recent experience, or certifications. Keeping it updated ensures your profile accurately reflects where you are today — and it takes less than 5 minutes.

Please review your profile and update anything that has changed.

[Update My Skills] → {deep link}

Regards,
{Org Name}

Variant B: Employees Without Skills

Use this variant when employees do not have any skills added to their profile.

This email prompts employees to add skills so their profile can support resource allocation, skill gap analysis, workforce planning, and internal opportunity matching.

Steps for Employees Without Skills

1. Go to Performance  and click on Skills. Under Skills, go to Administration tab.

   

2. Open the Employees Without Skills tab.

3. Use filters such as Business Unit, Department, Location, or Job Title to narrow down the list, if required.

   

4. Select the employees using the checkboxes.

5. Click the new Remind Employees option on the page.

   

6. Keka sends a personalised email with a deep link to each selected employee’s skills profile.
7. Employees can open the link and add skills to their profile.

Mail: Variant B

Subject: Add your skills on Keka

Hi {Employee Name},

Your skills profile on Keka is empty. A complete profile ensures you are visible for the right opportunities within the organisation.

Please add your skills at the earliest.

[Add Your Skills] → {deep link}

Regards,
{Org Name}

Options & Variants

• Use Employees With Skills when employees already have skills and need to update ratings, experience, or certifications.
• Use Employees Without Skills when employees have not added any skills yet.
• Use filters to target employees from a specific business unit, department, location, or job title.
• Use checkboxes to select only the employees who should receive the email.
• Each email contains a deep link to the employee’s skills profile.

Field Reference / Parameters

Field NameDescription

Employees With Skills
Shows employees who already have skills added to their profile

Employees Without Skills
Shows employees who do not have any skills added to their profile

Bulk Email Action
Sends a personalised email to selected employees asking them to update or add skills

Business Unit
Filters employees based on business unit

Department
Filters employees based on department

Location
Filters employees based on location

Job Title
Filters employees based on job title

Search
Helps admins find specific employees

Deep Link
A direct link in the email that opens the employee’s skills profile

Skill Ratings
The rating added against an employee’s existing skill

Experience
The experience entered for an existing skill

Certifications
Certifications added against an existing skill

Notes, Tips, Important, Warnings

Tip: Use filters before triggering the bulk email so only the intended employees receive the mail.

Important: The email variant is based on the employee's skills profile state. Employees with Skills receive an update-skills email, while Employees Without Skills receive an add-skills email.

Warning: Review the selected employees before triggering the bulk email. Once triggered, the email is sent to the selected employees with a direct link to their skills profile.

Examples & Use Cases

• Example setup: An admin opens Skills > Administration, selects employees, and triggers the bulk email so employees can update or add their skills.
• Use case: Before resource allocation, admins can ask employees with existing skills to update ratings, experience, and certifications so project teams can identify the right internal talent.
• Use case: Before skill gap analysis, admins can ask employees without skills to add their skills so the organisation has more complete data.

FAQs

1. What does the bulk skill profile email action do?
   It sends a personalised email to selected employees asking them to update or add skills in their Keka skills profile.
2. Where is this action available?
   This action is available from the Skills > Administration page.
3. What email is sent to employees with skills?
   Employees with skills receive an email asking them to update ratings, recent experience, and certifications.
4. What email is sent to employees without skills?
   Employees without skills receive an email asking them to add skills to their profile.
5. Does the email include a direct link?
   Yes. Each email includes a deep link that takes the employee directly to their skills profile.
6. Can admins send the email only to selected employees?
   Yes. Admins can select specific employees using checkboxes before triggering the bulk email.
7. Why is this feature useful?
   It reduces manual follow-ups and helps keep skills data updated for resource allocation, skill gap analysis, workforce planning, and internal opportunity matching.