Help centre / Getting started
Set up KivoHR step by step
Work through Setting up, from holiday rules to inviting your people, then check each part on Set up your organisation.
What you'll need: Your workplace's postcode, When your holiday year starts, Your people's work email addresses.
Setting up is the list on Home of what to do first.
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It counts the essentials left, each marked Essential (your holiday rules, your people and their invitations), then what can wait until you're ready. Do them in any order, except that inviting your people waits for your holiday rules.
Set up your organisation
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Step 1: On Set up your organisation, type the Employer's legal name and choose the Kind of employer.
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Step 2: Under Where people work, type the Address, Town or city and Postcode, and check the Nation.
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Step 3: Press Set up.
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You can add more employers and places later.
Get ready
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Step 1: Open Holiday rules and workplace.
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Type your Workplace name and Postcode, choose when your holiday year starts, and tick the days people normally work. Press Save holiday rules.
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Step 2: Open Before your first rota and choose whether the rota refuses shifts without a right-to-work check.
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Press Save and open the rota.
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Step 3: Bring your people in from a spreadsheet, or press Add one person.
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If we brought your data over for you, check it on Check what we brought over and press It all looks right.
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Step 4: Open Managers and approvers.
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On People, tick everyone with the same manager, choose Set manager, pick who it is and from when, and press Check the change. You see each person's manager now and after, and who is left out and why, before you confirm.
Invite your people
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Step 1: Open Invite your people and check each email address: it's where their welcome goes, and how they sign in.
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Step 2: Choose Staff, Manager or HR beside each person, for what they see.
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Missing someone? Press Add another person.
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Step 3: Untick anyone you're not ready to invite, choose Now or On your launch day, and press Send invitations.
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On a launch day everyone starts as Staff: give other roles on their record.
Help people join
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Step 1: On Home, under Who's joined, press Print a poster with a QR code.
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It shows your sign-in address, for anyone who missed their email.
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Step 2: Press Print sign-in sheets: one page for each person who hasn't signed in yet, with their email and the steps, to hand over at work.
Hand it to someone else
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Step 1: Open Hand setup to someone, and type Their name, Their work email and Their job title.
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Step 2: Choose Their access ends on, add A note to them if you like, and press Send invitation.
Check each part
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Step 1: Go to Settings, Set up your organisation.
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There's one question for each part of KivoHR you use.
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Step 2: Press Looks right on each, or Confirm all as shown when every answer is right.
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Everything you set here can be changed later in Settings, grouped by what it's for.
Stuck?
Invite your people opens Holiday rules instead
Your holiday rules come first, so nobody you invite sees a wrong balance. Press Save holiday rules, then open Invite your people again.
Send invitations is greyed out
Only an owner or an HR administrator can invite staff. Ask one of them to send it.
It asks me to ask my account owner
Only an account owner sets up the organisation the first time. Ask them to sign in and do it.
It says to type a UK postcode
Type the full postcode, such as LS1 4AP. It decides which bank holidays your workplace gets.
It says my organisation is still being set up
We're still making your account. Try again in a minute.
I don't want Setting up on Home any more
Press Put Setting up away. What's left stays in Settings.
I'm not sure what to answer
Press Ask us on Setting up and we'll help.
Thanks. That helps us make the guides better.