Khanal Group

K-HR

Invite your team and choose roles in K-HR

K-HR has two kinds of login. Office staff sign in with e-mail and two-step verification and can have any role. Field staff sign in on their own phone with a PIN and can be Employee or Manager only.

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What you need

  • The Organisation admin role (for the Team page and the Manager role on field logins)
  • An employee record for each person who will check in
  • A work e-mail for office staff
  • An employee code of 1 to 20 letters or digits for field staff

Know the roles

  1. Open the user menu → Team and read What each role can do.
  2. Give Organisation admin to people who manage everything, including team, plan and the K-Finance payroll link.
  3. Give HR manager to people who look after every employee, documents, statutory records, approvals, registers, exits and set-up, but not team roles or plan.
  4. Give Manager to people who see and approve only their own team (everyone who reports to them, directly or through others).
  5. Give Employee to everyone else. They see only themselves.

Invite office staff by e-mail

  1. Open the employee's page from Team → Employees.
  2. Check that the record has a work e-mail. If not, click Edit and add it.
  3. On the App login card, click Invite as office staff.
  4. Ask the person to open the e-mail within 7 days, sign in with Khanal ID and click Accept invitation.
  5. To give someone another role, open the user menu → Team, choose the role next to their name and click Save.

Create a field login for staff without e-mail

  1. Open the employee's page and find the App login card.
  2. Under Create field login, choose the K-HR role: Employee, or Manager for a supervisor (only an organisation admin can give Manager).
  3. Tick K-Projects or K-Survey too if your organisation uses them and the person needs them.
  4. Click Create field login.
  5. Print the activation slip or show it to the employee. The code and QR code are shown only once and work for 72 hours.
  6. Ask the employee to open khanals.in/staff/activate on their own phone, type the code and choose a 6-digit PIN.

Reset, remove a phone or turn off

  1. Open the employee's page and find the App login card.
  2. Click Reset PIN (new activation code) if they forgot the PIN or are locked out.
  3. Click Remove phone next to a lost phone.
  4. Click Turn off to sign them out of every Khanal app.

Good to know

  • A field login works on at most 2 phones. Field staff sign in at khanals.in/staff with the organisation code (like ABCI417), their employee code (like E102) and their PIN.
  • Field logins need your organisation linked to Khanal ID. The App login card says so if it is not.
  • When an exit's last working day has passed, the field login is turned off automatically.
  • The Team page lists Office staff and Field staff separately. Every active member counts towards your plan's team members.

Common errors

"A field login (PIN on a phone) can only be Employee or Manager here."

Organisation admin and HR manager need an office login. Add a work e-mail to the record and use Invite as office staff.

"Only an organisation admin can give the manager role."

Ask an organisation admin to create the field login, or create it as Employee now and ask an admin to change the role on the Team page.

"Give a work email first (or they already sign in)."

Edit the employee record and add the work e-mail, then click Invite as office staff again.

"The organisation needs at least one active admin."

Make another person Organisation admin first, then change or suspend this one.

"This record already has a login, or the employee has left."

A record can have one login only. An employee whose exit is recorded cannot get a new login.

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Still stuck?

Email hello@khanals.in with the app name, what you clicked and the exact message you saw. Do not send passwords, PINs or authenticator codes. You can also use the contact page.