People & Work
Employees, attendance, leave, letters and certificates, and offboarding
What People & Work is for
People & Work is the record of who works in your business and their working day: the employee register, check-in and check-out, leave, letters and certificates, and what happens when someone leaves. Salary has its own guide: Payroll & salary sheets.
Example: a restaurant with eight staff keeps all eight on the register. Only the manager and the cashier sign in to KhataIN; the four cooks are on the register without a login.
Turn it on and set it up
People & Work is off until you choose it, even if your company uses every other module. A five-person shop shouldn't meet an HR area it never asked for.
- Turn on People & WorkOpen ↗
Settings › This company › Modules, then Turn on next to People & Work. Only the owner or an admin can do this.
- Add your employeesOpen ↗
Add each person who works here, whether or not they will sign in.
- Choose how attendance worksOpen ↗
In People & Work settings: a photo at check-in or check-out, work locations, a short work summary, a reason for leaving early, your work week and public holidays.
- Set leave allowancesOpen ↗
Days a year per person for each kind of leave. The leave year runs from 1 Shrawan to the end of Ashadh.
Group people, such as Kitchen, Counter or Accounts, and give each a manager.
Turning People & Work off later only hides it from the menu. Nothing is deleted: employees, attendance and documents stay. While it is off, nothing new can be recorded in it.
Employees and logins are different
An employee is someone who works here. A login is someone who can sign in to KhataIN. Often they are the same person, but not always: a helper may be on your register without ever signing in, and your outside accountant may sign in without being your employee. Link the two when they are the same person. No salary or pay is kept on the register.
- Add employee
- Name, designation, department, joining date and the working arrangement: regular, fixed-term, part-time, trainee, apprentice or intern, with a probation period if there is one. Example: Sita Gurung, Cashier, Counter, joined 1 Kartik, 90 days' probation. Open ↗
- Invite to KhataIN
- For an employee with no login. It opens the Team & access invitation for them, where you choose their job. When they accept, their login is linked to their employee record.
- Link an existing login
- If the person already signs in here, link the two. Linking only says who they are: nothing is copied or merged, and their sign-in and role stay as they are.
- Link a contact
- If the person is already in your contacts, pick them so the same person isn't typed twice.
- Mark as left
- When someone stops working here. Their history stays. If they come back, set them back to working here.
Departments and the organization chart
A department groups people, such as Accounts, Sales or Admin & HR. Its manager is the reporting manager of everyone in it, unless you give a person their own manager. The Organization page draws the chart from this: who reports to whom, and who manages each department.
Example: you create Kitchen with Ram Thapa as its manager. Every cook in Kitchen now reports to Ram, and Ram approves their leave.
- Who sets up departments
- The owner, an admin, a manager or someone given People edit rights.
- A reporting manager
- Decides their own team's leave and attendance corrections, and can prepare draft letters for them. It is not a permission: it opens nothing else, such as the register, pay or identity details.
- Who sees the chart
- The owner, admins and managers see and edit it. The owner or an admin can open it read-only to everyone on the register in People & Work settings. Cards show names, designations, departments and managers, never phone numbers, identity or pay. Open ↗
- When a manager leaves
- The people who reported to them go to their department's manager. A department whose manager left shows that until you choose a new one.
Company officials
Record who holds a position in the company, such as Proprietor, Partner or Director, in Company Profile. Running the business alone? Add yourself as Proprietor. Partners, directors and signatories can be added any time.
- Who manages officials
- The company's owners and admins. Ending someone's position keeps it in the history; nothing is deleted. Open ↗
- A position grants nothing
- Being an official gives no access in KhataIN. What a person can open still comes from their role in Team & access.
Identity details and documents
Each employee fills in their own identity details and uploads their documents under My identity & documents, then sends them for review. A reviewer checks and verifies them. Nobody verifies their own details.
- Fill in and submit
- Names as on the citizenship certificate, family names, and the documents asked for. Open ↗
- Changing verified details
- Your verified details stay in use until a reviewer approves the change.
- Needs changes
- A reviewer can send the details back with a note. Update them and submit again.
- Before the first check-in
- By default anyone can check in and send details later. The owner or an admin can ask for details first, or for verified details first, in People & Work settings. Open ↗
Check in, check out and corrections
Each person checks in when they start and checks out when they finish, from My Work Today on a phone or a computer. The time comes from KhataIN in Nepal time, so a phone with the wrong clock doesn't matter. Attendance is time at work: it never becomes pay, billable time or a deduction by itself.
Example: Hari forgets to check out on Friday. On Sunday he asks for a correction to 6:00 pm, and his manager approves it.
- Check in and out
Press Check in on My Work Today. Your company can ask you to confirm the day's times at check-out.
Open ↗ - What your policy can ask for
A photo at check-in or check-out, a work location from your list, a short note of the day's work, and a reason for leaving early. Photos are private to your company and deleted after the days you choose; the times stay.
- Fix a wrong or missed time
Ask for a correction. A manager approves it; nobody approves their own.
- Team attendance
The owner, admins and managers see everyone's days and can export the check-in and check-out times as a CSV.
Open ↗
Leave
Ask for time off in Leave. A manager approves it, nobody approves their own, and leave changes no pay by itself.
- Ask for leave
Choose the kind of leave and the dates, then send it.
Open ↗ - Leave allowances
Days a year per person for the leave year (1 Shrawan to the end of Ashadh). Leave a kind blank for no allowance: then only the days used are counted.
Open ↗ - How days are counted
By default leave uses only working days. Example: with Saturday as the day off, leave from Friday to Sunday uses 2 days. Public holidays from KhataIN's calendar count as days off unless you change it.
- Leave balance
Each person sees their own balance. Managers see their team's.
People reports
Team reports are in Reports, in the People group, and in the People & Work menu. They only read: nothing is changed. Exports leave out identity, bank, PAN, phone and email details.
- Leave & balance
- Leave taken, coming up, waiting and left per person.
- Employee register
- Everyone on the register with department, role and manager.
- Department summary
- Headcount, attendance and open requests per department.
- Approval activity
- Leave and correction requests waiting, overdue and decided.
- Payroll summary
- Salary sheets: gross, deductions, net, paid and still owed. Only for people who can see salary sheets.
- Who sees what
- The owner, admins and managers see everyone. A reporting manager sees only their own team. Everyone else sees their own attendance on the Attendance page.
Letters and certificates
Documents & Certificates prepares the papers your business gives its staff: appointment letters, employment and internship agreements, probation confirmation, employment confirmation and relieving letters, experience, internship completion and training completion certificates, and policies to acknowledge. Each starts as a draft filled in from the employee's record. A person checks it, approves it and issues it.
- 1Draft
- 2Check every field
- 3Approve
- 4Issue
- 5Employee acknowledges
- 1Requested
- 2In preparation
- 3Approve
- 4Issued
Working with documents
A rule or a request only prepares a draft. A person always checks, approves and issues it.
- Issue
Issuing gives the document a number and keeps a locked PDF with the Nepali date and the signatory. It can't be edited afterwards; a correction is a new version, and the old one is marked as replaced.
Open ↗ - Employee requests
An employee can ask for an experience, internship completion or training completion certificate, a relieving letter or an employment confirmation letter. Example: Anita asks for an experience certificate for a visa application, needed by 15 Mangsir. Someone presses Prepare, checks the draft and issues it; Anita finds it under My documents.
- Automatic rules
A rule prepares a draft when it is due, for example an internship completion certificate on an intern's end date. Rules run every morning, prepare at most one draft per person, and never approve or issue anything. A new rule only looks back 30 days, so it won't prepare drafts for everyone who left years ago.
- Templates
Change a template's wording and preview it as a PDF with a sample employee before saving. Each save is a new version; documents already issued keep theirs.
- Your letterhead
If you add a letterhead in Company Profile, letters and certificates print it across the top instead of the logo-and-address header. They never carry "Powered by KhataIN", on any plan.
Open ↗ - Who sees a document
The owner, admins and people who handle staff records, and the employee once it is issued. A document that shows pay is Sensitive: only the owner, admins, people with payroll access and the employee. A reporting manager may prepare drafts for their own team but never approves or issues.
- Acknowledged, not signed
When an employee acknowledges a document, KhataIN records that they received and read it, with the time. It is not a signature.
- Certificates of work done
An experience or completion certificate can't be approved before the person's end date has passed.
When someone leaves
Start offboarding from the employee's record. Nothing is deleted and no money is posted: their records stay as they are.
Example: Bikram resigns, giving notice on 1 Poush with his last day on 30 Poush. You record both dates, tick off the handover list, see that he has 3 days of leave left for the final salary, and complete it.
- Why and when
The reason for leaving, the notice date and the last working day.
Open ↗ - Handover checklist
Simple items to tick, such as keys returned or files handed over.
- What is still open
Their pending leave and corrections, approvals waiting on them, their team's requests and who decides those next, their leave balance, and notes for whoever prepares the final pay.
- Remove app access (optional)
Pauses their login, following the same rules as Team & access. Their role and everything they recorded stay.
- Complete
Marks them as left on the last working day and suggests the matching certificate: experience, internship completion, training completion or a relieving letter.
- Final pay
Settle it on the salary sheet like any month. Offboarding never posts a payment by itself.
Common mistakes
Small habits keep the record right.
- Giving everyone a login
Only people who use KhataIN need one. Keep everyone else on the register.
- Treating attendance as pay
Attendance and leave never change pay by themselves. Type unpaid leave or overtime on the salary sheet, with a reason.
- Issuing without reading
An issued document can't be edited. Read the draft, especially the dates, before you approve it.
- Deleting someone who left
Mark them as left or offboard them instead, so their history stays.
Common questions
Quick answers about People & Work.
- I can't see People & Work in the menu.
- It is off until the company turns it on. The owner or an admin opens Settings › This company › Modules and presses Turn on next to People & Work. After that, each person sees the parts their role allows.
- Does KhataIN mark people absent by itself?
- A day with a check-in but no check-out shows as a missing check-out, never as an absence. The attendance report counts a past working day with no check-in, no leave and no holiday as absent, for information only. It never changes anyone's pay.
- Who approves a manager's own leave?
- The owner, an admin or another manager. Nobody approves their own leave or their own attendance correction.
- Is the check-in photo used for face recognition?
- No. KhataIN does no face matching. The photo is private to your company, it is deleted after the number of days you choose, and every time someone views it is recorded.
- Can an employee change their own details?
- They can update their identity details and send them for review. A reviewer approves the change; until then the verified details stay in use. Nobody verifies their own details.
- Does People & Work keep salaries?
- No. The employee register keeps no pay. Salary lives in salary sheets, which only the owner and the people the owner chooses can see.
Still stuck? Contact support