TABLE OF CONTENTS

• Introduction
• Creating a Probation Policy
• Managing Probation Policies
• Related Articles

Introduction

The probationary period is crucial for both the employer and the new employee. Its primary goal is to identify the employee's strengths to tailor their role effectively. It's also an opportunity for employees to acclimate to the organizational environment and understand its intricacies.

Within the framework of Keka, configuring your probation policies to align with your specific requirements is seamlessly achievable. Furthermore, the system allows for the establishment of multiple policies, each catering to distinct employee groups based on factors such as business unit, department, or job role.

Let's explore how you, as an admin, can set up probation policies in the Keka HR portal. 

Creating a Probation Policy

Go to the Org (1) section of your portal and then open the Employees (2) section. Then under Probation (3), open the Probation Policy (4) tab and click on +Add Probation Policy (5).

In the Add Probation Policy screen, enter the relevant details including the Probation Policy Name, Description, and Duration. You can also set the maximum number of times the probation period can be extended for an employee.

Click Save once you have entered all the necessary details.

You can also edit more settings for the policy from the Probation Policy screen once you have set up the basic details of the policy. There are 2 settings that can be configured.

Evaluate at the end of probation- This will trigger an automatic evaluation before the probation ends. You can collect feedback from any particular employee or a role such as the reporting manager.

End employee probation automatically – This will end the probation period for any employee automatically once the time period ends without having to manually change the status for the employee. This option will not be available if you choose to set up an evaluation at the end of the probation period.

To edit these settings, click on Edit in the Probation Policy Settings section on the Probation Policy screen.

This will open up the Probation Policy Settings window.

On this window, select Yes under the question Do you want to evaluate an employee as a part of probation status change? if you want to enable this setting.

This will open up more options to help you configure the settings.

Who should give feedback about the employee?

In this field, select who are the people who should be giving feedback about an employee at the end of the probation period. The introduction of evaluation levels offers a structure to the feedback process. Each level can be defined with different evaluators, ensuring a complete assessment from multiple perspectives. 

For each level, you can specify:

• Evaluators(1): Assign specific individuals or roles who will provide the feedback.
• Reminders(2): Set automatic reminders to ensure evaluations are completed in time.
• Auto-approval(3): Configure the system to auto-approve and skip levels if no action is taken within a specified period.
• Assign to: You can select all if you wish that every evaluator specified in the level need to submit feedback before moving to the next level or you can select "Any" if you wish any one evaluator submitting the review is enough to move forward.

If you choose Assign to - Any if any one of the evaluators completes the evaluation it will be moved to the next level, if you choose Assign to - All all the evaluators have to complete the evaluation before moving to the next level

Once you have entered these details, select the checkbox Automatically trigger evaluation process _____ days before the probation end date of an employee and enter the appropriate value you want in the field.

Enter the appropriate value in the Complete feedback in ____ days before the probation end date of an employee.

You can select the checkbox Participants needs to submit the feedback form if you want to set up a feedback form that the employee on probation and the reviewers you have added should submit as a part of the process.

This will open up some more additional options where you can Preview the Feedback Form and choose who should submit the form.

Once the feedback has been completed you can choose whether this feedback will be Shared with the employee. You can either choose from

• Feedback Form Response by Employee
• Feedback Form Response by Reviewers
• Recommendations by Reviewers (This includes specific comments or suggestions made by the reviewers during the probation evaluation.)

Then just click on Update to save the settings.

Managing Probation Policies

Keka also offers a convenient option to edit & make changes to your probation policy at any time. Let's take a look at how we can edit the Probation Policy settings.

Go to the Org (1) section and navigate to Employees (2), then go to Probation (3). Here, select the Probation Policy (4) tab.

Select the policy from the list of the configured Probation Policies (1) that you wish to edit and click on the Edit (2) option, next to Probation Policy Settings.

An overlay will appear where you can configure settings like determining if employee evaluation is required after the completion of probation period, and if so, you can also configure who all should give feedback.

Additionally, you can set an automatic trigger for the evaluation process a set number of days before the probation end date as per the policy of the organization, and you can also define the time period within which the evaluation needs to be completed.

You also have the option of having the employee in probation fill out a feedback form at the end of their probation period.

Make the required changes (1) in the overlay that appears and click on Update (2) once the changes are done.

Please note that the changes made will be effective for the upcoming probation evaluation process. Ongoing probation evaluation will remain unaffected.

Please let us know if you found this document helpful. If you have any other queries, check out our FAQ articles or contact our product experts!

Related Articles

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How to change the days for when probation feedback form is triggered?