Welcome to Kadence!

This guide will help you use Kadence to decide when and where you’ll work, book desks or rooms, and see when your teammates will be in.

Prerequisites

You must be invited to your company’s Kadence account before you can sign in

Log in to Kadence

Open your web browser and go to the Kadence login page
If you received a Welcome to Kadence email and set up your password:
- Enter your email address
- Enter the password you created
- Click Sign in
If you did not receive a welcome email, your company likely uses Single Sign-On (SSO):
- Click the logo for your company’s sign-in method (e.g. Microsoft)
- Log in using your work credentials

If you encounter any issues logging in, check with your Kadence administrator that you have been invited as a user.

Set up your profile

The first time you log in, Kadence will guide you through a short setup flow. You can skip any step and come back to it later.

During onboarding, you may be asked to:

Set your location
Set your weekly Kadence (when you plan to work in the office, remotely, or elsewhere). This will be your default cadence for every week to let others know where you plan to be.

You can improve your experience later by setting your preferred building, working hours, notification preferences, or privacy settings in your profile. See how to manage your profile here.

Understand the Kadence homepage

The homepage is where you’ll spend most of your time.

Here you’ll see:

Your schedule for the next seven days by default. You can click Show more to see further into the future.
Any unread or important announcements
Your preferred office's activity for the upcoming week
When your starred colleagues plan to be in

This gives you a quick snapshot of your week at a glance,

Make your first booking

Once your profile is set up, you’re ready to create bookings. You can start a booking in three ways. For a full view into creating a new booking for the first time, check our booking guide.

If you’ve set a preferred building in your profile settings, it will be selected automatically no matter which method you choose to book from.

Option 1: New Booking button

Click New booking in the left-hand menu
Choose a building
- Company Buildings shows all available offices
- Popular shows frequently booked locations
- Book Again shows places you’ve booked before
Continue through the booking steps

Option 2: Book from the homepage

On the homepage, under schedule, click the location icon for the day you plan to be in
Select Office
Click Make a booking
Continue through the booking steps

Option 3: Book from Offices

Click Offices in the left-hand menu
If you’ve set a preferred building in your profile settings, it will be selected automatically
1. Use the dropdowns to select a different building or floor
2. Use the date picker to select a date in the future
Click an available (green) space on the floorplan
Select a time and confirm your booking

You can zoom, pan, and hover over the floorplan interactively.

Book for someone else or invite guests

Depending on your permissions, you may be able to:

Book on behalf of another employee
Invite external guests

Book on behalf of another user

Click the X next to your name during booking
Select the colleague you’re booking for
Only global admins, coordinators, and team managers can do this

Invite external guests

Visitor management must be enabled by your company for you to be able to invite external users in Kadence. If you're unsure, check with one of your Kadence admins.

For desk or onsite bookings:

Enter the guest’s email address
Choose to invite them as a guest
Add their first and last name
Global admins and Coordinators can also change the host for the specified user.

For room bookings:

You'll need to invite your guests last for room bookings on the booking details page after selecting your room from the floorplan.

Add guest email addresses in the Participants field on the booking details page
Click Add guest before confirming your booking

Guests will receive an invitation email and arrival instructions automatically.

Self-certify and check in

Some buildings may require self-certification before check-in.

Self-certify

Go to Home
Click Check in
Read and confirm the policy or cancel your booking

You may not be able to check in without completing this step.

Check in

Go to Home
Click Check in
Your booking will turn blue to show you’ve checked in and arrived

Cancel or check out of a booking

Cancel a booking

Go to Bookings
Tick the bookings in your list you want to cancel
Click Cancel booking(s)
Confirm your choice

For recurring bookings, you can click into any booking in a series, cancel booking, and choose to cancel the singular booking or cancel all bookings in the series.

Check out early

Go to Home
Click on a checked in booking
Click Check out
This releases the space for others and completes your booking

Find colleagues and teams

View colleagues

Go to Directory
Search for a person to view their profile and bookings
Star colleagues to see their upcoming schedules on your home page and receive notifications
Click on anyone to view their information and upcoming bookings

View your teams

Go to Directory
Click My Teams
Select a team to see when members plan to be in
Click a teammate to view their profile

Explore office availability

The Offices page lets you see availability now or in the future.

You can:

Switch between buildings and floors
Change dates or enable live view
See where colleagues are or will be sitting
Click on spaces to view availability and book instantly

Use the color key on the floorplan to understand space status, or check out our Offices guide here.

Download the Kadence Mobile App

You can download our mobile app by scanning the QR code below:

With the app, you can:

Manage your bookings
Check in through your mobile device
Enable push notifications
See who's in the office

Check out our Mobile App demo video below.

See our Mobile App guide for more information.

Frequently Asked Questions

I did not receive a welcome email asking me to set up a password

This either means your account has not yet been set up on Kadence, or your company has enabled and enforced SSO for your Kadence account.

If you are unsure, please check with your Kadence admin.

I can’t login “The username or password is incorrect”

Make sure the email address you are logging in with is the same one that is invited in Kadence. Reach out to your Kadence admin for further assistance if you are still unable to login.

How do I reset my password?

Click Forgot? next to the password field on the Kadence login page to receive a password reset email.

I did not receive my password reset email

Your Kadence admin may have blocked the reset password email being received if they are enforcing SSO. Check with your admins how you should be accessing Kadence.

If your company is not using SSO, check your spam folders or filters for any emails from [email protected]. For further assistance, please reach out to your Kadence admin.

My Kadence invitation expired, how do I get a new one?

You can request your Kadence admin to resend you the invitation email through the Kadence directory.

Can I be added to more than one team at a time?

Yes, you can be added to as many teams as you need to be part of. To request to be added to a new team, please speak with one of your Kadence admins.

Does Kadence track my location?

No, Kadence does not have any location tracking capabilities on any platform.

How do I edit a booking?

It is not currently possible to edit a booking. You must first cancel the existing booking, and create a new booking with the correct booking details.

Which languages does Kadence support?

Currently Kadence supports the following languages: