Invite Employees to Keka

TABLE OF CONTENTS

• Overview
• Invite while adding the employee in Keka
• Invite after adding the employee in Keka
• Bulk invite employees
• Generate Password: Providing access to employees without work email
• Related Articles

Overview

Keka provides an ability to invite employees to the portal through an email using which, the employees can setup password and start using the portal. This invitation can be sent while adding an employee (individually) into Keka system, as well as after adding employee into the system. In addition to individually inviting employees, Keka provides a way to invite employees in bulk.

Invite while adding the employee in Keka

While Adding an (individual) employee from the Add Employee wizard, if the employee email is added in the 'Basic Details' step (Step-1), an option "Invite employee to login" appears as shown in the image below.

By checking this option, users will receive an invitation email using which employees can setup password to access Keka portal and login.

Note: If employee email is not added in 'Basic Details' step, this option will not be available.

Invite after adding the employee in Keka

Once an employee is added, he/she can be invited / re-invited to Keka from their profile. 

If an employee is NOT invited while adding in Keka or if the work email is added later from profile, an option to "Invite" will be available in the employee profile.

If an employee is already invited once, but has not setup the account yet from the previous invite, admins can resend the invitation (provided work email is available) using the "Resend Invite" option in the employee profile.

Note: Once the employee is added in Keka portal, for sending / resending an invite, work email is needed. Even though personal email of the employee is present, "Invite" option will not be available.

Bulk invite employees

Keka also provides a flexible way of inviting employees to Keka in bulk. This can be done from Org > Dashboard > Summary > Quicklinks > Bulk Operations > Bulk invite employees

Clicking on 'Bulk invite employees' link opens an 'Invite Employees' pop-up which contains the list of all employees who are added to Keka portal, but have not setup password / logged in to the portal. 

Admins can filter this list of employees by Department, Location or can even search by any of the employee attributes such as Employee Number, Employee Name, Job Title, etc. from here. Admins can select all or a subset of employees to whom they wish to send the invite and click on 'Invite Employee' button to send an invitation email to the selected employees.

Note: Invitation email will be sent only to the employees with work email available and those without the email configured in system will not be invited even though the selection contains employees without work email.

Pre-requisite for inviting an employee: An obvious pre-requisite for inviting an employee is that the employee email should be added in Keka.

Generate Password: Providing access to employees without work email

 While it is obvious that an email address has to be added in order to send an email invitation to the employee, and the employee would be able to setup password and login to Keka using the steps described in  invitation email, what happens if work email is not added / available for an employee?

In such cases, Keka provides an option to Generate Password for the employee to login. This option will be available from the profile of the employee (just link Invite / Resend Invite options) as shown in the image below:

Note from the above image that, even though the personal email is configured, invite option is not available as work email is not set.

By clicking on 'Generate Password', users will be able to create password by themselves, or can let the system auto-generate password.

Once the password is generated (either through auto-generation or manual creation), the username and password will be displayed and the admin can share the same to the employees to login.

In addition to this, after generating the password, admin will still have the option to Reset Password from Employee Profile > Actions

Reset password follows the same flow as Generate Password.

Related Articles

How to resend invite to an employee on Keka?

How to bulk invite employees?