Schedule Employee Job Changes Using Future Effective Dates

Overview

The Future Effective Dates feature allows HR administrators to schedule employee job-detail changes in advance through Employee Job Details Import.

Instead of remembering to update employee records on the day of a transfer or organisational change, admins can define an effective date during import. Keka stores the update as a scheduled change and automatically applies it when the effective date arrives.

This helps organisations maintain accurate employee records while reducing manual effort and missed updates.

Who can access this feature?

• HR Administrators
• Global Admins with access to Employee Job Details Import
• Organisations enabled for the Future Effective Dates feature

Note: Scoped users cannot perform bulk employee updates through imports.

Supported Fields

Future effective dates can be configured for the following fields:

Organisation Structure

• Business Unit
• Department
• Location
• Cost Center

Reporting Structure

• Reporting Manager
• Dotted Line Manager

Employment Details

• Secondary Job Title
• Pay Band
• Pay Grade
• Time Type
• Employee Number
• Notice Period Policy
• Worker Type*

Already Supported

• Job Title

Worker Type Limitation: Only Contract → Permanent transitions are supported for future-dated changes.

How to Schedule Future-Dated Changes

Step 1: Download the Job Details Import Template

Navigate to:

ORG> Dashboard > Summary > Job Details Import > Download the Excel file

The template now contains effective-date columns for supported fields.

Examples:

• Department Effective From
• Location Effective From
• Reporting Manager Effective From

Step 2: Update Employee Details

Enter:

• Employee details
• New field values
• Corresponding effective dates

The effective date:

• Can be a past date
• Can be today's date
• Can be any future date

Effective dates cannot be earlier than the employee's Date of Joining (DOJ).

Step 3: Upload the File

Upload the completed template.

During validation, Keka checks:

• Employee data validity
• Existing scheduled changes
• Manager validations
• Duplicate scheduling conflicts

Step 4: Review and Import

Review all validation messages and warnings.

After successful import:

• The current value remains unchanged.
• A scheduled change is created.
• The update is automatically applied on the effective date.

Scheduling Rules

One Pending Schedule Per Field

Only one pending future-dated schedule can exist for a specific field for an employee.

Example:

• An employee can have one pending Department change.
• Importing another Department schedule will replace the existing one.

Latest Update Wins

If another future-dated update is imported later:

• The newest schedule overrides the existing schedule.
• Existing admins may receive notifications based on configured triggers.

Current and Past-Dated Changes Do Not Cancel Future Schedules

If a future schedule already exists and an admin performs:

• A correction
• A current-dated update
• A past-dated update

The scheduled future change remains active and will still execute on its effective date.

Reporting Manager and Dotted Line Manager Validations

Warning Scenario

A warning is displayed when:

• The selected manager is on notice period, and
• Their Last Working Day is after the effective date

The change can still be scheduled.

Error Scenario

The update is blocked when:

• The manager's Last Working Day falls on or before the effective date

In such cases, select another manager who will remain active when the update takes effect.

What Happens on the Effective Date?

A background job runs automatically and:

1. Identifies scheduled changes due for execution.
2. Updates employee records.
3. Records the action in Audit History.
4. Marks the scheduled change as completed.
5. Triggers configured notifications.

Auto Assigner Support

For organisations using Auto Assigner, scheduled changes automatically trigger reassignment of policies on the effective date.

Supported fields include:

• Department
• Location
• Business Unit
• Job Title
• Worker Type

No additional setup is required.

Audit History

All scheduled changes are recorded for auditing purposes.

The system tracks:

• Schedule creation
• Schedule updates
• Schedule deletion
• Successful execution
• Failed executions

Audit records are available in:

Employee Profile > Job > Audit History

Important Notes

Included in this Release

✅ Future-dated changes through Job Details Import

✅ Automatic execution of scheduled changes

✅ Manager validation checks

✅ Conflict handling

✅ Audit logging

✅ Job retry and failure handling

✅ Auto Assigner support