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 the steps below. If you plan to use Kadence to view and/or book conference rooms, please set up the calendar sync integration.
Set up your room calendar integration with Outlook or Google if your users are booking rooms through Kadence
Create your marked up floorplan(s) with any annotation tool, or even paper and pen. You will need to ensure all the resources mentioned in the spreadsheet below are labelled in the marked up floorplan. Here is an example of a great marked-up floorplan.
📐 The more detail you provide, the more accurate your interactive office map will be.
Fill out this spreadsheet with your resource names and the information in the other columns. Reference the example sheet for how the blank sheet should be completed.
💡You only need to include resources your users will be interacting with or booking through Kadence in the spreadsheet.
Submit your building and floorplan details through our floorplan submission form. You will need to include the marked up floorplan(s) as well as the completed spreadsheet from steps 2 and 3.
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
Follow the setup instructions based on your identity provider
Choose auto-provisioning options (e.g. assign users to teams)
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
Google - No configuration is necessary beyond adding the user to Kadence
Microsoft
Okta
OneLogin
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
Choose Slack or Microsoft Teams
Authorize the integration using your admin account
Users will get booking confirmations, event invites, and reminders in their 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.
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 for automatic Wi-Fi 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
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
🏘️ 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
🗓️ 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
🚀 Prepare for Rollout & Launch Kadence
Get your teams ready for launch with internal communications, training resources, and onboarding support.
📱 Step 13: Download the Kadence app
Ask your employees to download the Kadence mobile app by scanning our QR code:
With the app, users can:
Book resources
Check in through their mobile device
See who's in the office
Get real-time notifications
📣 Step 14: Prepare your internal comms
Plan your rollout message. Announce what’s changing, what to expect, and why Kadence is here to help.
Prepare your communications for your staff with the help of our email template
Use posters as reminders around the office, perfect for looping on TV screens
Use material from the this PDF as a part of your launch
📢 We recommend to host a short intro session or record a walkthrough to boost adoption.
📚 Step 15: Share training guides
Distribute training resources based on user roles:
Admin onboarding
Getting Started Guide for Employees
FAQs
You can find more ready-made articles in our Help Center.
💬 Need Help?
Your Customer Success Manager is here to support you or reach out to us anytime at [email protected]
For floorplan requests or questions, contact:
📩 [email protected]
For more helpful articles see:
📚 Kadence Help Center