Job Architecture - Tagging Job Titles to Job Families, Levels, and Tracks – Home Page

Overview

Keka’s Job Architecture allows administrators to organise existing job titles into Job Families and map them to relevant career levels and tracks. This creates a structured view of roles across the organisation and helps standardise how roles are grouped and how career progression is represented.

To bring this structure to your organisation, share your details and our team will get in touch.

This article explains how to create a Job Family, add job titles to it, map those titles to the appropriate levels and tracks, and create custom streams for specialised career paths.

Prerequisites

Before you begin, ensure that:

Job Architecture is enabled for your organisation.
You have the necessary permissions to manage Job Families and map job titles.
The job titles you want to map are available in Keka.
Levels and Tracks have been configured for your organisation.

Accessing Job Families

To access Job Families:

Navigate to Org from the left navigation menu.
Select Job Architecture.
On the Job Architecture page, go to Setup Tab.
Locate the Job Families section. Click Set up job families to begin configuring Job Families.

You will be redirected to the Job Families page, which displays existing families and highlights unassigned job titles.

If any job titles have not been assigned to a family, a warning appears at the top of the page. Click Review & Assign to review the unassigned titles and proceed with assigning them to the appropriate families.

You can also use the search field in the Job Families panel to find a specific family.

Creating a Job Family and Adding Job Titles

Job Families group roles that share similar skills, expertise, or areas of work. You can create a family and add the relevant job titles to it.

To create a Job Family:

On the Job Families page, click Manage job families.
In the job family creation window, enter the Name of the Job Family.
Add a description, if required, to explain the purpose or scope of the family.
In the job titles section, browse the available job titles. You can use the Department filter or the search field to find specific titles.
Click +Add against a job title to include it in the family. To add multiple titles, select the relevant checkboxes and click Add job titles.
Review the selected titles in the panel displaying the number of job titles added.
Click Save family to create the Job Family.

For example, you can create an Engineering R&D family and add relevant job titles such as Software Developer and other roles that belong to the same area of work.

Note: A job title should be assigned to the appropriate Job Family based on the nature of the role. Each job title can belong to only one Job Family.

Viewing a Job Family

After saving the family, select it from the Job Families page to view and manage its configuration.

The selected Job Family provides the following tabs:

Streams: Map job titles to specific career track and level combinations.
Job titles: View all job titles associated with the selected family, including their mapping details.
Activity: Review recorded changes and actions related to the family.

You can also click Edit family details to update the family’s details.

To map roles to levels and tracks, open the Streams tab.

Understanding Levels and Tracks

Before mapping job titles, it is useful to understand how levels and tracks work together.

Levels

Levels represent the seniority or progression stage of a role. Depending on your organisation’s configuration, levels may be labelled L1, L2, L3, L4, L5, L6 and so on.

Tracks

Tracks represent different career progression paths. For example:

Individual Contributor (IC): For employees who grow through individual expertise and contribution.
Management (M): For employees who progress into people or team management roles.
Executive (E): For senior leadership roles, where this track is configured.

Each track is associated with a defined range of levels. The Streams grid displays the configured levels across the top and the available tracks below them.

A job title is mapped to a specific level within a track. For example, IC1 represents the first level under the Individual Contributor track, while M1 represents the first level under the Management track.

Mapping Job Titles to Levels and Tracks

Once a Job Family has been created, you can map its job titles to the appropriate levels and tracks using the Streams grid.

To map a job title:

Open Org > Job Architecture > Job Families.
Select the Job Family you want to configure.
Open the Streams tab.
Locate the required track and level combination in the mapping grid. For example, IC1 represents the first level under the Individual Contributor track.
Click the + Add another job title option in the relevant slot.
Select the job title you want to assign from the dropdown list.
Repeat these steps to map other job titles to their respective track and level combinations.

Once assigned, the job title appears in the corresponding slot. The card also displays the mapping code and the number of employees associated with that title.

For example, you can map SoftwareDeveloper to IC1 under Individual Contributor, SEM to M1 under Management, and Regional Accounts Coordinator to E1 under Executive, as appropriate for your organisation’s role structure.

Managing a Mapped Job Title

After a job title has been mapped, click the three-dot menu on its card to access the available actions.

Depending on the mapping, you can:

Change job title: Replace the currently mapped title.
Remove from stream: Remove the title from its current stream.
Add another job title: Add another title to the relevant slot, where supported.

Use these options to update the mapping when role assignments change.

Adding a Custom Stream

If a Job Family requires an additional specialisation, you can create a custom stream under an existing track.

For example, an Engineering family may require a separate QA stream alongside its existing Individual Contributor stream.

To add a custom stream:

Open the relevant Job Family and go to the Streams tab.
Click + Add custom stream.
Enter a name for the custom stream.
Select the global track to which the custom stream should belong.
Review the level range associated with the selected track.
Click Save to create the stream.

The custom stream inherits the level range of the selected global track. It provides an additional progression stream within that track rather than creating a new global track.

Once created, the custom stream appears in the Streams grid. You can then map job titles to its available level slots using the same process described earlier.

For example, a QA-Individual Contributor stream can be created under the Individual Contributor track. Job titles can then be assigned to the available levels within that stream.

Editing or Deleting a Custom Stream

The Streams grid provides options to manage a custom stream, including editing its details or deleting it.

Important: A stream that contains job titles cannot be deleted. Before deleting a stream, remove all job titles assigned to it. Once the stream is empty, you can proceed with deleting it.

Once all job titles have been removed from the stream, the Delete stream option becomes available.

Reviewing Job Titles in a Family

The Job titles tab provides a consolidated view of the titles associated with the selected Job Family, along with their mapping details.

To review job titles:

Open the relevant Job Family.
Select the Job titles tab.
Review the job title list and the associated details.

The table displays the following information:

Job title: The title associated with the family.
Employee count: The number of employees associated with the title.
Level: The mapped level, where assigned.
Track: The mapped track, where assigned.
Actions: The option to remove a job title from the family.

You can use the Level and Stream filters to narrow the list and the search field to find a specific job title.

Job titles that have not yet been mapped to a level and track display a dash in the corresponding columns. This helps you identify titles that still need to be mapped.

To remove a title from the family, click Remove from family in the Actions column.

Reviewing Job Family Activity

The Activity tab helps you review changes made to a Job Family and its associated role structure.

To review activity:

Open the relevant Job Family.
Select the Activity tab.
Use the search field to find a relevant activity entry, where applicable.
Select a time filter to view activity for the required period.

The available time filters shown in the interface include:

Today
Last 7 Days
Last 30 Days

The activity timeline displays recorded actions with their timestamps, the user who performed the action, and a description of the change. Entries may include actions such as creating a custom stream or moving a job title.

Use this view to review changes made to the Job Family and trace updates to its configuration.

Important Notes

Job Families group roles based on the nature of the work performed.
Each job title can belong to only one Job Family.
Levels and tracks define the structure for mapping job titles within a Job Family.
Custom streams inherit the level range of the selected global track.
A stream cannot be deleted until all job titles assigned to it have been removed.
Job Architecture adds structure to existing job titles without requiring changes to employees’ existing titles.
A maximum of three job titles can be added to each track. Once this limit is reached, no additional job titles can be added.

Conclusion

Job Families, Levels, and Tracks help administrators organise existing job titles into a consistent role structure. By creating families, assigning job titles, mapping them to appropriate levels and tracks, and reviewing the resulting assignments and activity, organisations can maintain a clearer view of roles and career progression in Keka.

To learn how Job Architecture can work for your organisation, share your details and our team will get in touch.

Job Architecture - Tagging Job Titles to Job Families, Levels, and Tracks