Registration creates your organisation and your admin account. The setup wizard then helps you choose the basic settings and add your team. You can adjust these choices later.
Create your organisation
- Open the registration page and enter the organisation’s name, your name, email address and a password of at least 10 characters.
- Read the agreements and privacy information and accept the required terms.
- Create the account and confirm your email address using the link we send you.
You must confirm your address before sending email invitations to employees.
The setup steps depend on your choices. Shift planning adds the Shifts and Staffing steps, and moving from another system adds the Opening balances step.
Way of working
Choose the option that best describes your workplace. Check the suggested settings: how daily target hours are determined and how working time is recorded. Targets can be based on a work-time model or planned shifts, for example. For shift work, you can choose an industry preset as a starting point for planning rules. Review those rules before using them in your organisation.
Places and features
If working time is clocked, choose how the clocking location is recorded and add sites if needed. Choose the features you want to use. Time tracking is always enabled.
Open More settings to check the time zone and the country for public holidays, or when you are moving from another system. Choose the option that matches that system and the Opening balances step is added to setup. The choice does not transfer any data by itself.
Shifts
This step appears when you plan shifts. Give the names and times of the shifts your roster uses.
Working time
Name the work-time model and set weekly hours and working days. Check how overtime is handled and whether you use evening, night or weekend supplements. For shift work, also choose the regular working time arrangement.
If your team includes both office and shift workers, you can create a second model and assign the appropriate model to each person in the next step. The defaults are a starting point: check that the hours and supplements match your organisation’s working arrangements.
Kelomo creates default entry types, which you can edit later. See Work-time models for more about working time settings.
Also answer whether you track your own working time in Kelomo. The answer decides whether you try recording yourself or follow your team’s first entry.
Team
Add people manually or from a CSV file. Check each person’s name, contact details, role, manager and work-time model before saving.
Choose how employees receive their sign-in details:
- Email invitation is the usual method. Each person receives their own link and sets their own password.
- Shared initial password – only as an exception: no email invitations are sent. Share the temporary password through a secure channel. Each person must change it at their first sign-in.
If you use a shared clocking device, you can add a device user without an email address. They will not receive an email invitation to the app. Give them the clocking instructions.
You can skip this step and add people later on the People page. See Roles and permissions for help choosing roles.
Staffing
This step appears when you plan shifts. Say how many people each shift needs, one need per row. You add the rest in planning.
Opening balances
This step appears if you are moving from another system. Enter each person’s flex balance in hours, such as 12.5 or −4, or open the balance file import. An empty field means zero.
Adding an opening balance does not transfer previous workdays or absences. Work-time history has a separate import. See Importing data.
You can also add opening balances later. Check existing balances before importing again so that the same balance is not added twice.
First entry or First roster
The step’s name depends on your choices:
- First entry when you track your own working time. Open working time and add an entry, or when clocking Open working time and clock in, opens your working time view. Make an entry or clock in and out, and check the daily target, times and any supplements. When you do not track your own working time, Open the team shows the team page, where an employee’s first entry appears.
- First roster when the daily target comes from shifts. Choose Open next week’s planning, plan the shifts and publish the roster.
One entry helps you check the basic settings. It does not test every absence, overtime or payroll scenario. Review the situations your organisation typically handles before rolling Kelomo out more widely.
Summary
The Summary step shows what is complete and what still needs attention. Review the staff privacy checklist and agree who will take care of the necessary actions. Completing setup does not replace this review within your organisation.
See GDPR: data requests, retention and deletion.
If setup does not go as expected
An employee did not receive an invitation. Check your own email confirmation, the employee’s address and the sign-in method you selected. No invitations are sent when you choose a shared initial password. You can resend an email invitation from the person’s details.
A section is missing from the menu. Check that the feature is enabled and that the person has the licence and permissions they need. See Licences, subscription and features.
Daily target hours look wrong. Check the person’s assigned work-time model and whether targets come from the model or planned shifts. Renaming a model does not change its calculations.