Onboarding for administrators

Onboarding is two things: registration creates the company and your admin account, after which you go through the onboarding wizard. The wizard takes about 15 minutes, and every step can be skipped and done later in settings.

Create an account for your company

1. Open Create an account for your company. Fill in Company name, Your name, Email, Password (at least 10 characters) and Repeat password.
2. Accept the terms: “I accept the Terms of Service, Data Processing Agreement (DPA) and Privacy Policy.” Acceptance is mandatory.
3. Press Create an account. The same action creates the company’s workspace and makes you its admin.

Go through the onboarding wizard

Once the account has been created, Welcome to Kelomo opens: “Onboarding takes about 15 minutes. The choices you make here can be refined later in Settings.” The steps are Profile → Working time → Team → Opening balances → Try it → Done. Opening balances only appears if you said you are switching from another system.

1. Profile – “What kind of workplace is this?” Pick the closest description. It sets two things that are also shown separately on the same page: “Where does a working day’s expectation come from?” and “How is working time recorded?” The same step is where you choose which features to turn on (“What would you like to turn on?” — time tracking is always on), check Location and public holidays, and answer “Are you switching from another system?” The answer changes no settings, but it decides whether the Opening balances step appears at all. The feature choice can be changed later: Settings → Features. Leaving one unselected hides the whole navigation section, not just a single page.
2. Working time – “How does your team work?” Give a Model name (default “Office 37.5 h”) and Weekly hours (default 37.5). Every day’s expectation is calculated from this model. If you have both office and shift work, you can add a second model for shift workers here and pick the model per person in the next step.
3. Team – “Invite your team”. Add rows: Name, Email and Role (Employee or Manager) by hand, or import them from a CSV file. The Initial password (same for everyone, at least 10 characters) field decides how people get in: if you leave it empty, everyone receives an invite link by email. Everyone is given you as their manager and the work-time model from step 2; the model can be changed later in user management.
4. Opening balances – “Flex balances from the previous system”. Shown only when you have said you are switching from another system. Record everyone’s current balance in hours (e.g. 12.5 or -4). An empty field means zero.
5. Try it – “Let’s check that it works”. One entry is enough: you open your own week and either confirm the day or punch, depending on how working time is recorded in your company.
6. Done – All set! and the Data controller checklist: a privacy notice for staff, the legal basis for processing, an Article 30 record of processing activities, and a data protection impact assessment (DPIA) if you turn on the punch clock and location.

The employer is the data controller, Kelomo the processor. Informing staff and the legal basis for processing are your responsibility – they cannot be outsourced to the system. Read more: GDPR and retention.

Record types are ready

Record types are not a step in the wizard: every workspace gets a ready-made starter library (work, remote work and others). Day confirmation works right after onboarding, and the types can be edited later.

What can wait

Every step can be skipped with the Skip button and the same thing can be done later in settings. Only the work-time model is worth setting straight away, because every day’s expectation is calculated from it.

If something goes wrong