Prerequisites
You must be a Global Admin or Coordinator in Kadence
Invite Users Manually
Manual user invitations are useful for onboarding contractors, temporary staff, or when directory sync is not yet configured.
To invite a user manually:
Login to Kadence
Navigate to Directory
Click Invite employees on the right-hand side
Enter the user’s details:
Email address
First name
Last name
Job title
User role
Click Invite
What happens next:
The user receives a Welcome to Kadence email
They’ll be prompted to set a password
Once completed, they can log in and start using Kadence
If your organisation has enabled Single Sign-On (SSO), users will not need to create or use a Kadence password.
Edit a User Profile
You can edit most user details directly in Kadence for manually managed users.
To edit a user profile:
Login to Kadence
Navigate to Directory
Search for and select the user
Update any of the following fields:
First name and last name
Job title
User role
Location (country and city)
Preferred workspace
Weekly Kadence
Biography
Click Save in the lower right-hand corner
Important notes:
Users managed via directory sync cannot have their first or last name edited in Kadence
To update names for directory-managed users, changes must be made in your linked identity provider
Move a User from Manual Management to Directory Sync
If a user was initially invited manually, they can later be transitioned to be managed by directory sync.
Kadence automatically links users based on email address matching.
To transition a user:
Ensure the user exists in your directory provider with the same email address as their Kadence account
Enable or run your directory sync
Kadence will detect the matching email and convert the user to directory-managed
Once converted:
The user will show as managed by directory sync
Profile fields controlled by the directory (such as name and email) will no longer be editable in Kadence
Ongoing updates will follow your directory provider
What does not change:
Booking history remains intact
Team memberships may update based on directory group rules
User access to Kadence is uninterrupted
For help setting up directory sync, refer to the Directory Sync guide.
Delete a User
Deleting a user permanently removes them from Kadence and cancels all future activity tied to their account.
To delete one or more users:
Navigate to Directory using the left-hand menu
Search for and select the checkbox next to the user or users you want to delete
Click Delete employee(s) in the lower right-hand corner
Review the confirmation message and confirm your choice
What Happens When a User Is Deleted?
The user is permanently removed from Kadence
All upcoming bookings made by or for the user are cancelled
Personally identifiable information tied to the user is removed from past bookings
Booking records remain for analytics and occupancy insights, but without user details
This action cannot be undone.
Important Limitations
Users managed via directory sync cannot be deleted from within Kadence
To remove a directory-managed user, you must:
Unassign them from the Kadence SCIM application in your directory provider, or
Suspend or deactivate the user in your directory provider
Once the directory sync runs again, the user will be removed or disabled in Kadence automatically.
Users who are deleted via directory sync have a 24 hour grace period before they are completely removed from Kadence.
Need Help?
For support, reach out to:
📩 [email protected]
For more helpful articles see:
📚 Kadence Help Center