Help centre / People and records
Add someone
Add a new employee yourself, or send them starter forms to fill in.
What you'll need: Their start date and job, Their National Insurance number, if you enter details yourself.
Go to People and press Add someone.
More detail
Enter their details yourself, or let them fill in their own.
Enter their details now
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Step 1: Choose Enter their details now.
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Step 2: Fill in who they are, their job and place, hours, manager and contract.
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Step 3: Save once every section is right.
More detail
Nothing is saved before that.
Send them the starter forms
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Step 1: Choose Send them the starter forms.
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Step 2: Fill in who they are, with their personal email, and the job.
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Step 3: Press Send the starter forms.
More detail
Follow them under Hiring, New starters.
Stuck?
Their National Insurance number is already on someone's record
The same National Insurance number is never a different person: open their record and choose Add another job.
It says someone with the same name, or a leaver with that work email, is already on record
Someone with that name and date of birth, or someone who has left with that work email, is already on record. If it's them, open their record instead (for someone coming back, choose Add another job there). If it's someone else, tick This is a different person and save again.
It says someone already has this work email
Each person here needs their own work email: it's how they sign in. Use another address, or open the record that has it.
Do the starter forms check their right to work?
No. They upload their documents, or say they'll use a share code, but you still check before they start and record it: see Check someone's right to work.
They need to sign in
Give them a sign-in from their record: see Give someone a sign-in.
Which working pattern do they get?
Working pattern starts on your organisation's usual week, so a bank holiday on a day they work comes off their holiday. It's only kept for someone on that full week: for anyone part-time, on no set hours or a rota, or a contractor, it's left off when you save, unless you choose one, so their days are never guessed. Choose No pattern yet if you don't know theirs.
People added before 3 November 2026 with no pattern were given the usual week from the start of this leave year, where it fits. Their history shows it.
I'm adding lots of people
Bring them all over at once instead: see Bring your data over.
More detail
Their employee number
Each new person gets the next employee number in your format: KivoHR learns it from the numbers your people already have, so after NCL-07 comes NCL-08. To choose the format yourself, go to Settings › Employee numbers and set what numbers start with and how many digits they have. Nobody's number changes there; to change one person's number, edit it on their record.
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