People & HR
Maintain employee profiles and timelines
Keep career history alongside the employee’s current details.
Before you begin
Open the employee from the People directory. Anyone can read their own timeline; adding to someone else’s needs employment-profile management access. Keep two things straight from the start: account status (Active, Invited, Disabled) is about workspace access, while employment status (Probation, Confirmed, On leave, Exited) is about their job, and the two don’t move together.
Maintain employee profiles and timelines
Open the People directory and select an employee. Their account status (Active, Invited, Disabled) and their employment status (Probation, Confirmed, On leave, Exited) are two different things; don’t assume one tells you the other.
Review the profile and open Timeline to see career events, newest first. Anyone can read their own timeline; adding to someone else’s needs employment-profile management access.
Select Add event and choose Promotion, Demotion, Transfer, Role change, or another type. Enter a title, an effective date/time that isn’t in the future, and, for promotions, demotions, and role changes, the new role.
Save the event. It’s permanent: timeline entries can’t be edited or deleted afterward, so double-check the date before you save.
Update the employee’s current profile separately when their present role or employment details need changing. The timeline records history; it doesn’t change what’s on file today.
Key concepts & fields
| Concept | What to know |
|---|---|
| Event type | Choose Promotion, Demotion, Transfer, Role change, Joined, Confirmation, Exit, or Other to describe the change. “Employment update” is a separate type Kora generates automatically when a profile is saved; you can’t pick it yourself. |
| Title | A required, concise description, such as “Promoted to Senior Analyst,” up to 160 characters. |
| Effective date and time | When the event happened. It has to be a valid date and time, and it can’t be in the future, since the timeline only records history, never plans. |
| Previous / new role | Record the role before and after the change. New role is required whenever the event type is a promotion, demotion, or role change. |
| Notes | Context visible to the employee themselves. Keep restricted disciplinary details in the separate disciplinary workflow instead, since that one isn’t employee-visible. |
| Account status vs employment status | Account status controls whether someone can sign in at all: an Invited person hasn’t accepted yet, and Kora won’t let you pick them as anyone’s manager until they’re Active. Employment status is about their role in the company; setting it to Exited requires an exit date in that same save. |
| Manager | Has to be another active person in your workspace. You can’t set someone as their own manager, and Kora blocks any assignment that would create a reporting loop, such as A managing B who (directly or indirectly) already manages A. |
| Security PIN | A short extra check (4 to 6 digits) for viewing someone else’s restricted details: date of birth, contact info, bank details, disciplinary records. Verifying it unlocks that data for 15 minutes; your own record never asks for it, no matter what. |
| Rates & salary | Saved as dated history rather than overwritten: each change closes out the old rate and opens a new one, so you can always see what someone earned and exactly when it changed. |
| Timeline entries | Append-only. Once you save a manual entry, there’s no edit or delete, so double-check the date and wording before you save, since a mistake becomes permanent history. |
Troubleshooting
The event will not save
Check three things: the title isn’t blank, the effective date/time is valid and not in the future, and, if this is a promotion, demotion, or role change, the new role is filled in.
The employee still has the old job title
A manual timeline event records history only; it doesn’t touch the current profile. Update the employee’s actual profile separately if their present role needs to change.
Older changes are absent
Automatic history only starts capturing from when a change is saved going forward; it doesn’t retroactively fill in the past. Add a manual event for anything that happened before that.
“This employee profile changed after you opened it”
Someone else saved a change to this profile while you had it open. Reload the record, re-apply whatever you were changing, and save again.
I can’t pick someone as a manager
They might still be Invited (not yet Active), Disabled, or choosing them would create a reporting loop somewhere in the chain. Pick someone whose account is Active and who isn’t already downstream of this employee.
I’m being asked for my PIN again so soon
PIN elevation only lasts 15 minutes at a time; that’s by design. Just re-enter it. Five wrong attempts locks it for 15 minutes, so slow down if that happens rather than guessing repeatedly.
I can’t see the Edit button on someone’s profile
Editing the full profile needs both “manage employment profiles” and “manage restricted details” together, even though each permission actually covers different fields on its own, so having only one of the two hides the button entirely.
The employee ID I entered is already in use
Employee IDs have to be unique across your workspace. Search the directory for who’s already using it, or choose a different one.
Exit date won’t save
It can’t be earlier than the start date, and if employment status is set to Exited, an exit date is required in that same save; it can’t be added later on its own.