Help Article: Automatically Assign Policies Using Auto-Assigner

Overview

The Auto-Assigner helps organisations automatically assign policies to employees based on predefined rules.

With this enhancement, policy assignments no longer require manual approval. Once an employee meets the configured rule criteria, Keka automatically updates the applicable policy.

This ensures critical policies such as Notice Period Policies remain accurate without requiring HR teams to track or manually apply changes.

Who Can Access This Feature?

• HR Admins
• Administrators with access to Policy Configuration and Auto-Assigner settings

Auto-assignment rules must already be configured for automatic policy updates to occur.

How Auto-Assignment Works

Auto-Assigner evaluates employee attributes against defined rules and automatically applies matching policies.

Rules can be based on attributes such as:

• Probation Status
• Department
• Location
• Business Unit
• Tenure / Work Experience
• Other supported employee attributes

When an employee's details change and match a rule:

1. The Auto-Assigner evaluates the conditions.
2. The matching policy is identified.
3. The policy is automatically assigned.
4. The employee record is updated.

No manual approval is required.

Policy Validation on the Job Tab

Whenever an admin visits:

Employee Profile → Job

Keka validates policy assignments and checks for mismatches.

This helps identify:

• Incorrect policies
• Missing assignments
• Rules that may require review

Configure Tenure-Based Policy Rules

Auto-Assigner now supports more flexible tenure configurations.

You can create rules using:

• Multiple tenure ranges
• Different work experience bands
• More granular experience-based conditions

Example

Notice Period Policy Assignment:

The Auto-Assigner automatically evaluates employee tenure and applies the appropriate policy.

Benefits of Automatic Policy Assignment

Improved Accuracy

Policies are assigned when rule conditions are met, reducing the likelihood of missed updates.

Reduced Manual Effort

HR teams no longer need to approve policy changes individually from employee profiles.

Better Employee Experience

Employees always see the correct policies applicable to their employment status.

Compliance Support

Critical policies such as Notice Period Policies are applied consistently and on time.

Important Notes

• Auto-assignment occurs only when Auto-Assigner rules are configured.
• Policy updates are triggered automatically when employee data changes.
• Policy validation occurs when admins access the Job tab.
• Rule-based updates should be visible through existing audit and tracking mechanisms.
• This enhancement removes the need for manual policy approval on employee profiles.