Kala allows you to easily manage employees and control their permissions and restrictions to suit your organization’s needs.

Adding a New Employee

1. Go to Employees in the left-hand menu.
2. Click Create New Employee.
3. Enter the employee’s details, such as their name, email, and employee number.

Once the information is submitted, the employee will receive an email with instructions on completing their Kala profile setup. The email will be sent to the address provided during their registration.

After creating employees, they will appear under Employees in the left-hand menu.

Editing an Employee

1. Select an employee from the Employees tab to access their profile.
2. Click the orange Edit Profile button to make changes or add new information.

Deactivating an Employee

If an employee no longer requires access to Kala:

1. Uncheck the Employee is Active status field.
2. The employee will lose access to Kala, and the associated license can be reassigned to another employee.

Adjusting Hourly Rates

In the employee profile, you can edit their sales and cost rates for each work type set up in Kala.

• Sales Rate: The hourly or unit price billed to clients for this employee’s work (ex. VAT).
  • These rates are used when invoicing projects through Kala’s integration with your accounting system.
• Cost Rate: The hourly or unit cost price (ex. VAT).

Reviewing Timesheets

Click the green View Timesheets button to see all hours and mileage logged by the employee.

• To unlock and edit a locked and approved timesheet, select the relevant week and click Unlock.

For more information, refer to How to Use Weekly Timesheets in Kala.

Resetting an Employee’s Password

If an employee needs help resetting their password, you can enable this functionality in advanced settings:

1. Go to Settings > Advanced Settings > Permissions.
   • Enable the setting Allow Managers to Change Their Employees’ Passwords.

Adjusting Employee Permissions and Restrictions

Every business has unique needs, and Kala allows administrators to control employee permissions and access to various features.

To Adjust Permissions

1. Go to Settings > Advanced Settings > Permissions.
   • Review the list of user permissions and enable or disable them based on your company’s needs.

Examples of Permissions You Can Control

• Only managers can create employees.
• Only managers can create projects.
• Only managers can create tasks.
• Employees without manager permissions can mark tasks as completed.