Help centre.

Find someone in People Find a colleague's work details, or, in HR, filter, sort and open anyone's record. For everyone; HR sees more Add someone Add a new employee yourself, or send them starter forms to fill in. For HR administrators and anyone who can add people Give someone a sign-in, and choose what they can do Invite a person to sign in, and give them a role such as Manager or HR administrator. For account owners and HR administrators Update your details and see your payslips Change your address, phone or bank details, and see your payslips and what changed in your pay each month. For everyone Hire someone, from the job to the offer Ask for a new job, advertise it on your careers page, move candidates through the stages, interview and make an offer. For HR, hiring managers and interviewers Bring your data over from another system Import people, holiday balances and more from BrightHR, Breathe, CharlieHR, a spreadsheet and others, checked before anything is saved. For HR administrators Keep someone's record up to date Change someone's details, contacts, bank details and sign-in, and keep their documents and work history on file. For HR administrators Change pay for many people at once Give a group of people a % rise, an amount, or the new minimum wage, and check every figure before anything is saved. For HR administrators who can see and change pay Set up hiring and the emails candidates get Choose how hiring works at your organisation, save your ways of hiring, put candidate emails in your own words, and email candidates when they reach a stage. For HR administrators and hiring managers Change someone's job, contract and pay terms Change a job or hours, add a contract or a second job, and set someone's holiday scheme, pay scheme and opt-outs. For HR administrators Welcome a new starter, forms done before day one Send a new starter their forms online, check what they send back, and add them as an employee, or use paper forms if they can't fill them in online. For HR and managers who add people Probation and the six-month rule See who in probation can soon claim unfair dismissal, and the last day to decide. For HR and account owners Raise a grievance Make a formal complaint to HR about something at work, kept in your own words and seen only by those who deal with it. For everyone Decide requests in Approvals Approve, decline or ask about any request waiting for you, from holiday to expenses, in one place. For managers and HR Write letters and keep documents in date Make your own letter templates, write a letter from a person's record, and see what runs out soon. For HR administrators Record someone leaving End someone's employment with their notice and reason, and see their holiday owed and leaver's checklist. For HR administrators and managers who end employment Post announcements and ask people to read policies Tell people news, and know who has read and accepted each policy. For HR administrators post them; everyone reads them Handle a flexible working request Ask to change your hours, days or place of work, and, as HR, record, talk through and decide a request within the time the law allows. For HR administrators and managers, and everyone who asks Run a disciplinary or grievance case Start a case, run it step by step with its letters and evidence, and make the bundle if it goes to a tribunal. For HR administrators and case managers Issue equipment and record its return Keep track of laptops, phones, uniforms and keys: who has what, signed for, and back when they leave. For HR administrators issue it; staff sign for it Starter and leaver checklists, and your tasks Make sure nothing is forgotten when someone joins or leaves, and see every task waiting for you in one list. For HR administrators, and whoever is given a task Find the figure you need in Reports Find leave balances, holiday owed, working time and equality figures, and build and save your own report. For HR administrators, managers and account owners See sickness, Bradford scores and exceptions See who has been off sick and for how long, Bradford factor scores, and holiday that differs from someone's scheme. For HR administrators Run one-to-ones, objectives, reviews and feedback Keep regular one-to-ones, set objectives, run review cycles and gather feedback, all in one place. For managers, and the people they manage Bring in staff under TUPE Record people joining you under a TUPE transfer, keeping their continuous service and protected terms. For HR administrators Set up kinds of kit and kit lists Name the kinds of equipment you lend, and the kit each job gets, so issuing it takes a tap. For account owners and HR administrators Share reports, and get a monthly HR summary Download a ready-made report, share or schedule your own, and get last month on one page on the 1st. For HR administrators, managers and account owners Ask Kivo a question about your figures Ask in plain English and get the figures, a chart and the list, from your own records. For HR administrators, managers and account owners Set up review forms, scales and one-to-one agendas Shape the questions reviews ask, the rating scale they use, and what one-to-ones cover. For account owners and HR administrators Find and add your company policies Read your employer's handbook and policies, and add or replace them. For everyone, and HR administrators who add them See your team See where each of your people is today, their next shift and holiday left, and what's waiting for you about them. For line managers See who reports to whom on the org chart Find someone on the org chart, and download it as a PDF. For everyone who can see People Run a capability procedure When an improvement plan hasn't worked, hold the formal meetings, record each outcome and handle an appeal. For HR administrators and line managers

Book holiday or other leave Ask for time off from your phone or computer, and see your balance as you go. For everyone Approve or decline leave Decide leave requests from Approvals, with the team calendar a tap away. For managers Cancel leave Withdraw a request, ask to cancel approved leave, or cancel the days still to come. For everyone Set up leave types and booking rules Add the kinds of leave people can book, how much notice they give, and the busy times when leave is limited. For HR administrators Sickness: reporting it, fit notes and coming back Tell your employer you're off sick, send a fit note, and say when you're back; managers and HR record sickness for someone. For everyone; managers and HR record it for others Set when sickness needs a closer look Set the rules that flag someone's sickness for a review, by days, times off or a Bradford score. For HR administrators Earn and take time off in lieu Turn extra hours into time off, and book that time off like holiday. For staff, and managers who approve it See who is off, and start family leave See everyone off sick or away today, record sickness for someone, and start maternity, paternity or adoption leave. For HR administrators and managers Set terms and seasons for your places Set your terms or seasons once, then copy them onto each place of work that follows them. For HR administrators

Plan and publish the rota Add shifts, copy a week, and publish them to staff. For managers and anyone who arranges the rota See your shifts, swap one, or pick up an open shift See your next four weeks of shifts, take an open shift, swap or offer one to everyone who could take it, and say when you can work. For staff Clock in and out Clock in from Home with one tap, take breaks, say you're running late, and fix a missed clock. For staff See leave and shifts in your own calendar Add your leave and shifts to Google, Outlook or Apple Calendar, kept up to date by itself. For everyone Fix a missed clock and answer exceptions Put right a clock you forgot, answer the days that need a manager, and check everyone is out in a fire or a drill. For staff who clock, and their managers Set up clocking Turn clocking on, choose where staff can clock from and how it's checked, and add kiosks or QR screens. For account owners and HR administrators Approve timesheets Clean weeks approve themselves; check and approve the rest. For managers and HR Using KivoHR on your phone Get the KivoHR app, or put KivoHR on your home screen, and turn on notifications. For everyone Set your working time rules Choose how each kind of time counts, the 48-hour week's averaging, shift notice and reminders, and rota warnings. For HR administrators See who's in, and check a month's attendance See who is at work right now, find the days that need fixing before payroll, and put one person's day right. For managers, HR administrators and site administrators

Check someone’s right to work Record a right-to-work check with its evidence, and get follow-ups before permission ends. For HR administrators and anyone who checks right to work Compliance: nightly checks and the inspection pack See what is overdue and coming up, run the nightly check, and build an inspection pack for a Home Office visit. For HR administrators and whoever runs your sponsor licence Download the holiday records pack The holiday records you must keep for six years, in one download, and the pay records a Fair Work Agency inspector asks for. For account owners, HR administrators and payroll officers Your sponsor licence duties and UKVI reports Record your licence and its key people, add each sponsored worker, and file the reports the Home Office needs before each deadline. For HR and whoever runs your sponsor licence Record DBS and other checks, and renew them Choose the checks each job needs, record each one with its certificate, and see what's missing or about to run out. For HR and whoever checks staff before they start Take steps to prevent sexual harassment Do the three starting steps every employer is expected to take: a policy, a risk assessment and training. For account owners and HR administrators Record an accident and keep risk assessments Record an accident or a near miss in a minute, and keep the accident book and risk assessments up to date. For everyone, and the HR and managers who keep the book Set required training and record it Say which courses each role needs, record who has done them, and see who is overdue before an inspection. For HR administrators, managers and staff Set compliance settings and read the disclosure log Say how you handle DBS certificates and paper checks, record your ICO fee and liability cover, and see who has looked at a criminal record check. For account owners and HR administrators Gender pay gap report Work out your six gender pay gap figures for 5 April, check them against payroll, and record the report as published. For HR administrators and whoever sees pay across the whole employer

Documents and e-signing Store documents against people, send letters and written statements to sign, and see who has signed. For HR administrators, and staff who sign Set up payroll and send a pay period Set when your payroll pays, check each period's warnings in Before you send, and send it for approval and export. For payroll officers and account owners Set up pay additions, deductions and overtime rates Add the bonuses, allowances and deductions you pay, and the rates you pay overtime at, so payroll gets them with the right codes. For payroll officers and HR administrators Get your payroll file, and key it into Xero Download the file your payroll imports, or the summary to key into Xero, and set up the line for mileage free of National Insurance. For payroll officers and HR Publish payslips to staff Upload payslips, P60s and P45s in one ZIP; staff see them in the app. For payroll officers, and staff Set up sick pay and family leave pay Set what your company pays on top of statutory pay when someone is off sick or on family leave, by length of service. For HR administrators and payroll officers Claim, approve and pay expenses Claim what you spent or the miles you drove, approve your team's claims, and pay them and send them to your accounts. For everyone, managers and finance Set up expenses Set your expense categories, mileage rates, VAT, when finance approves as well, budgets and accounting codes. For HR administrators and finance Check pay sheets and send them to your accountant Check each person's pay sheet for the period, send them to your accountant, and see your own or your team's. For payroll officers, managers and everyone

Choose a plan, pay, and change or cancel it Choose a plan, pay, keep your billing details right, change plan, pause or cancel, and what happens when you leave. For account owners Two-factor sign-in and your password Protect your account with an authenticator app, keep recovery codes, and change or reset your password. For everyone Get help from our team Raise a request from inside KivoHR, see when a person will reply, and choose whether our team may look inside your account. For everyone Change your email, notifications and devices Change the email you sign in with, choose what we tell you about, and sign out devices you don't use. For everyone Export all your data Download every record, file and report of your organisation, to keep or to move to another system. For account owners Set how your staff sign in Add your email domain, move staff to their work email, and turn on Microsoft or Google sign-in. For account owners and people who manage access Reset someone's two-factor Let someone who lost their phone and recovery codes set up two-factor again. For people who manage access Change your logo, colours and modules Make KivoHR look like your organisation, and show only the parts you use. For account owners and HR administrators Change your web address or use your own domain Change where everyone signs in, or use an address on your own domain, such as hr.yourcompany.co.uk. For account owners and HR administrators Choose who can see and do what Give a role for part of your organisation or for a set time, make your own roles, and take access away. For account owners and people who manage access Keep extra details and set the directory Add your own fields about people, such as a uniform size, and choose what staff see of each other. For account owners and HR administrators See who changed what in the audit log Find any change, who opened protected details, who downloaded people's details, and who gave access. For account owners Delete old records on time, or keep them Confirm records that are due to be deleted, set how long each kind is kept, and stop deletion with a legal hold. For account owners and HR administrators Answer a subject access request Record when someone asks for their data, download everything you hold about them, and answer on time. For account owners and HR administrators Switch AI on, and choose what it may do Decide whether AI may suggest things, which features use it, and where the data may go. For account owners Keep track of Kivo Credits See what AI has used, set a monthly limit for each person, top up, and download the ledger. For account owners and people who manage Kivo Credits See what needs you in Notifications Find what has happened that needs you, and mark it as read. For everyone Wait for a large PDF What happens when a PDF takes a while to make. For everyone