Profile Automations
Team automation rules let KAMI configure employees automatically based on where they sit in your organisation. Instead of manually setting each new hire's modules, role, cost centre, schedule, and approvers, you define rules once — "everyone in the Sales department gets these modules and this approval matrix" — and KAMI applies them whenever someone is placed or moved. Written for HR admins.
This is why, in the Add Employee wizard, some steps show as pre-set and locked: a matching automation rule has already decided them.
Before you start
- Reach it from My Team → Tools → My Team Automations.
- It needs the All Employees access right (
ACCESS_EMPLOYEES_ALL) — this is a company-wide configuration area, not a per-team one.
What you can automate
There are six kinds of rule, each assigning one thing:
| Rule type | What it auto-assigns |
|---|---|
| Module Access | Which product modules the employee can use |
| User Rights | The role / access-control group |
| Cost Centre | The employee's cost centre |
| Payroll Batch Cycle | Which payroll batch they're paid in |
| Approval Matrix | The approval chain for their requests |
| Standard Schedule | Their working schedule |
How a rule works
Every rule has two parts:
- Conditions — who the rule applies to, matched on the employee's placement: department, subsidiary, position, group, and employment type. (Module Access matches on any condition; the others require all set conditions to match.)
- Outcome — the thing to assign (the module, role, cost centre, batch cycle, matrix, or schedule).
When you add a new employee, or change an existing employee's placement, KAMI checks the rules and applies every one that matches — setting those fields automatically and recording it in the employee's audit trail.
How to create an automation rule
- Go to My Team → Tools → My Team Automations.
- Choose the rule type (e.g. Approval Matrix).
- Set the conditions — the department/subsidiary/position/group/employment-type combination the rule targets.
- Set the outcome — what to assign when an employee matches.
- Save. The rule takes effect on the next placement or change that matches it.
💡 Best practice: build your automation rules before a big onboarding batch. Every employee you then add inherits the right modules, approvers, and schedule automatically, and the Add Employee wizard pre-fills those steps for you.
Rules and things to watch
- A rule with no conditions is ignored. Every rule must have at least one placement condition — a rule that matches nobody (all conditions blank) is treated as invalid and skipped.
- Rules apply on placement and on change. They fire when an employee is created and when their placement fields change — not retroactively across everyone the moment you save a rule.
- Module Access matches broadly; the rest match strictly. A Module Access rule applies if any condition matches; the other rule types require all their set conditions to match.
- Automations drive the Add Employee wizard. When the wizard locks a step (Groups, Role, Approval Matrix, Schedule, Batch Cycle, Modules), it's because a rule resolved it. To change what's pre-filled, change the rule.
- Every automated assignment is audited, so you can see which rule set what on an employee.
Troubleshooting / FAQ
Q: I added an employee and their modules/approvers were set without me choosing them. Why? A team automation rule matched their placement and assigned them automatically. Check My Team Automations to see which rule applied.
Q: My new rule didn't change existing employees. Rules apply when employees are added or their placement changes.
Q: My rule isn't doing anything. Check it has at least one condition set — a rule with all conditions blank is ignored. Also confirm the conditions actually match real employees' placement.
Related articles
- Adding and onboarding employees
- User rights and access control
- Approval chains and the approval matrix
- Branches, departments, positions and groups
There is no re-apply action. Changing a rule does not reach back and update employees who were already placed, so a rule you add today affects the next person added or moved, not the people already in that department.