How to Add users to Kudos

Adding users to Kudos is the first step to making sure everyone in your organization can participate in recognition, communication, and rewards. Once a User record is created in Kudos, users can receive recognition, cards, points, and notifications right away, even before they’ve received or opened their welcome email.

You can add users in several ways: one at a time, in bulk with a CSV upload, through an HRIS integration, or via FTP (coming soon). This article focuses on the simplest option: adding a single user manually. For details on the other methods, check these related articles:

• How to import and manage employee records with an HRIS integration
• How to import and manage user data with a CSV file
• How to import and manage users with a File Transfer Protocol (FTP)

• Testing the system before uploading or syncing large groups of employees
• Adding a single new employee who has just joined the company
• Onboarding a contractor, intern, or special contributor not yet added to your HR records

Adding a single user manually

1. In the Admin menu, go to Users management > Users & teams
2. From the Users tab, click Add user.
3. Fill in the required fields:
   • First name and last name
   • Email address
   • Role (Employee or Admin)
4. Optional: Add additional details such as job title, start date, or employee ID.
5. Choose whether to send the invite email now:

   • Check the Send invite email box to send it immediately after adding the user.

   • Leave the box unchecked if you prefer to wait and invite the user later.

6. Click Add user.

Note: Once added, the new user will instantly appear in your Users list, have access to and be eligible to participate in your Kudos program.

 Inviting users

If you choose not to send the invite email at the time of adding a user, here's how to add them later:

1. In User & teams > Users, select the checkbox next to the user(s) you want to invite.
2. From the top bar, click Send invite email.
3. Check How to invite users for more information.

Note: The invite email contains a link that will expire after 14 days. You can resend the welcome email as many times as needed. Users can also log in at any time via your SSO platform, depending on your access settings.

• Double-check the spelling of email addresses before saving: mistakes will prevent users from receiving email notifications, like the invite and recognition received.
• If your organization uses HRIS, FTP, or CSV imports for most users, keep manual adds for exceptions and special cases.
• Remember: User details cannot be updated manually in Kudos. Updates must be made in the original source (HR records), then synced or re-imported into Kudos to keep user records up-to-date.

Q: Can admins manually edit a user’s details in Kudos?
A: No. User details must be updated in the source system (HRIS, CSV, or FTP) and synced into Kudos. This ensures user data stays consistent and accurate.

Q: Do I have to send invite emails at the same time as adding users?
A: No. You can add users first, then send invitations later when you’re ready for them to log in.

Q: Can users receive recognition before they activate their account?
A: Yes. Users can receive recognition, cards, points and notifications as soon as their user record is created in Kudos. They are included in program activity even if they haven't activated their account yet.

Problem: User has officially changed their first or last name

• Ask the user to manually update their name under My settings (click on the portrait icon next to the notification bell)

• Ensure the user's preferred first/last name is displayed throughout the platform (HR records remain accurate). Preferred name changes made by users will not be overwritten by HRIS, CSV, or FTP data syncs.

Problem: User not showing in searches or directories

• Refresh the page after adding the user, new user records appear immediately
• Verify that the user is assigned to the correct department, location, or team

Problem: User didn’t receive their invite email

• Confirm user's status in the Users table is Invitation sent
• Check that the email address is correct and ask the user to check their spam or junk folder
• If needed, use the Resend welcome email option from the Users table