Welcome to Kadence! We’re so glad you’re here. 🎉

To get you up and running smoothly, here’s a step-by-step guide to launching Kadence for your team.

Follow the steps in order for a smooth and successful rollout.

Get Started: Time‑Sensitive Setup Steps

These are the foundational tasks you should complete first to ensure your Kadence environment is created, staffed, and ready for configuration.

Step 1: Create your Kadence instance

If you did not previously have access to a Kadence instance you can sign up for an account here.

Please make sure when you create your company account that your company name is written in full and not abbreviated.

Once your account is created, please reach out to our support team, [email protected], to turn your Trial account into a Pro account.

Step 2: Add your implementation team

Invite your internal stakeholders (IT, HR, Facilities, etc.) and assign admin roles based on what they’ll need to manage.

To add users:

Go to Directory → Invite employees
Enter the user's email address, first name, last name, and job title
Assign the appropriate role (e.g. Global Admin, Building Admin, Coordinator)
Click Invite or tick Invite another to more easily invite multiple users at once

Only Global Admins can invite users and access organization-wide settings

Step 3: Submit your office floorplans

Our design team will digitize your layout to make your resources interactive and bookable in Kadence.

Floorplans typically take 7–10 business days to complete from the time we receive your submission. To avoid delays please complete this step as early as possible

To help us upload and create your floorplans in your account, please follow this guide.

You will receive an automated email with a ticket number once your submission is received successfully.

Please reach out to [email protected] if you have any questions!

Did you know? We host Kadence Office Hours every Tuesday at 4pm UK time / 8am PST

It’s a great opportunity to drop in, speak directly with our team, and get any of your questions answered live. No registration needed—just join on this link and bring your questions!

Set Up Your Integrations & Authentication

Connect Kadence to your existing technology stack, streamline user access, and automate check-ins through essential integrations.

Step 4: Set up directory sync

Automatically provision and manage users by connecting your company's identity provider. To configure:

Go to Settings → Integrations → Directory Sync → Add directory sync
Select and follow the setup instructions based on your identity provider

For fully detailed instructions follow our directory sync guide.

Click on your provider below to see more detailed steps on each before you get started:

This ensures new joiners and leavers are synced automatically with no manual work.

Step 5: Enable single sign-on (SSO)

Let users log in securely with their company credentials.

Go to Settings → Integrations
Select your SSO provider. Full guides linked below for each provider.
- Google - No configuration is necessary beyond adding the user to Kadence
- Microsoft - Entra admin approval required
- Okta
- OneLogin
- JumpCloud
Follow the steps provided or enter the requested information
Test the connection and enable SSO

Users can still log in with email/password unless you choose to enforce SSO.

Step 6: Connect Slack or Microsoft Teams

Keep employees updated with Kadence notifications via Slack or Teams. They’ll get booking confirmations, reminders, and event invites right where they work.

To set up:

Go to Settings → Integrations
Scroll down to Slack or Microsoft Teams
Authorize the integration using your admin account
Users will get booking confirmations, event invites, and reminders in their Teams or Slack chat tool

Notifications are customizable per user (IM, email, or both)

Step 7: Enable automatic check-ins

Reduce no-shows and improve accuracy with automated check-ins when users connect to your office network.

Go to Settings → Company
Enable Kadence Agent
Install / distribute the Kadence Agent to your users
Share our Getting Started Guide with your users on how to use it

Users must have the Kadence Agent installed on their PC/Laptop and be logged in for automatic check-in

Customize Your Workplace Settings & Resources

Tailor Kadence to match your organization’s hybrid work policies, set up booking rules, and configure your buildings, floors, and resources.

Step 8: Customize global company settings

Make Kadence your own by heading to Settings → Company. Here you can manage:

Company branding
Remote check in
Announcements
Surveys
Office floor plans
Starred Colleagues
Ticketing
Personally Identifiable Information (PII) retention period
Kadence Agent

Step 9: Set resource booking rules

Define the rules for booking resources in Kadence at a global level by heading to Settings → Resources.

Select the resource type you want to edit via the left-hand resource list
Here you can manage each resource type independently with relation to:
- Booking windows (e.g. 14 days in advance)
- Minimum/maximum booking durations
- Check-in requirements and no-show policies
- Privacy settings
Click Save

Rules help prevent wasted bookings, conflicts, and keep your workplace flowing smoothly

Step 10: Create and manage resources

Configure the resources your employees will book, such as desks, rooms, pods, or private offices.

To add resources manually:

Go to Buildings
Select the building and floor
Click Add
Choose the resource type (e.g. Desk, Private Office, Pod, Room, Parking, Locker)
Assign a name for your resource, capacity, amenities, and booking availability

See our Resource Management Guide for more information.

To upload multiple resources at once follow our Bulk Upload Guide to save time and streamline setup

Each resource can be customized with name, capacity, and availability settings.

Step 11: Set up neighborhoods

Group resources into neighborhoods to support team-based seating and easy booking.

To create a neighborhood:

Go to Buildings
Select the building and floor
Click Add
Choose Neighborhood
Assign a name, select the resources (e.g. desks), and choose the team(s) who should have access

See our Neighborhood Management Guide for more information.

Neighborhoods help teams sit together and provides access to the correct people

Step 12: Assign resources to employees

Need fixed seating? Assign desks or private offices directly to specific users.

To assign:

Go to Buildings
Select the building and floor
Click the kebab menu next to the desk or private office you want to edit, then Edit resource
Click Restrict access and toggle the setting On
Search and select the user(s) you would like to assign to the desk
Click Save

See our Resource Management Guide for more information.

You can give multiple users access to book the same resource themselves, or assign a user to specific day(s) so Kadence automatically reserves it for them