to add a single new employee to an existing account
most teams are fully live on the day they sign up
users successfully onboarded across thousands of businesses
phone, email & webinar support throughout setup and beyond
Manage your onboarding process
online using WhosOff
Most recruitment activity focuses on finding the right talent. But your onboarding process is equally important. A flying start helps new hires settle in quickly, feel confident in their tools, and start adding value to your organisation immediately.
The same principle applies to new business software. The faster you get your team confidently using a new system, the faster your return on investment. WhosOff's onboarding experience has been designed with both in mind - whether you're launching the platform for the first time across a whole organisation, or adding a single new starter who joined this morning.
Adding an individual employee takes less than two minutes. For larger teams, our bulk CSV import means you can bring on dozens or hundreds of staff members in a single upload - no manual data entry, no IT projects, no disruption to the working day.
And if you need support at any point, our UK-based team is available by phone and email Monday to Friday, 9am to 5.30pm - free of charge, throughout your trial and beyond.
Getting your team set up on WhosOff,
step by step
From the moment you sign up, WhosOff walks you through every configuration step. Here is exactly what the onboarding process looks like - and how quickly each stage is completed.
As soon as you create your WhosOff account, an on-screen setup wizard guides you through the essential configuration steps: your company details, departments or teams, bank holidays, leave types, overtime types (if applicable).
No technical knowledge required. The wizard offers the right options in the right order, so nothing is missed and nothing is left in a confusing default state that you'll need to unpick later.
Time: Typically 5 - 10 mins
Add employees one at a time using our simple step-by-step form: name, email, line managers, working week, and leave entitlement — completed in under two minutes per person.
Or use our downloadable spreadsheet template to upload your entire workforce in a single file. The bulk import is particularly valuable when switching from another leave management system or migrating away from a spreadsheet-based process, as your existing data maps directly to the template fields.
Time: Under 10 mins
Set each employee's annual leave entitlement and carry-over allowance. Create any addditional leave types - annual leave, sickness absence, TOIL, compassionate leave, and any custom types your business uses.
Define leave restriction periods, maximum absence limits, and whether each leave type requires manager sign-off or can be self-approved. Every rule you configure here is enforced automatically from the moment you go live, with no ongoing manual management required.
Time: 15 - 30 mins, depending on policies, or 0 mins if you've used the wizard
Assign each team member a permission level that matches their role. Standard employees submit requests and view their own balance. Managers see their team's availability and action requests. Administrators and HR managers have full visibility and control.
Team members can be assigned multiple approvers, for organisations that allow sign-off from more than one person - all set up during your initial onboarding session.
Time: 5 - 10 mins
Upload your company logo and apply your corporate identity so that employees immediately recognise WhosOff as an official workplace tool from the very first time they log in.
Branded application pages and mobile apps, alogn with notification emails reduce uncertainty among new staff, increase adoption speed, and cut down the number of "is this the right system?" queries your HR team receives during the rollout period.
Time: Under 5 mins, or 0 mins if you've used the wizard
Send login invitations to your entire workforce with a single action. Each employee receives an email prompting them to activate their account, download the free iOS or Android mobile app, and review the ready-made quick user guides included with every account.
From this point, your team can submit leave requests, check their entitlement balance, and view the shared team calendar - and your managers can begin actioning requests - all on the same day you signed up.
Time: Minutes to send; team live within the hour
Everything you need to
get your team started quickly
Guided setup wizard
When you first sign up, WhosOff's onboarding wizard walks you through every configuration step in the correct order - from company details and department structure through to leave setup and your first employee records - with helpful prompts at every stage.
Bulk CSV staff import
Download WhosOff's ready-made spreadsheet template, populate it with your staff details, and upload it. Dozens or hundreds of employees are created in a single action — no manual data entry, no repeated form-filling, no IT resource required.
Role-based permission levels
Assign every team member a permission level: employee, line manager, or administrator. This determines exactly which features they can access. Permissions can be updated at any time as people's roles change or as your team grows.
Free first-class support
Our UK-based team is available by phone and email Monday to Friday, 9am to 5.30pm - free of charge, before and after your trial. Whether you need guidance during the initial setup or help adding staff months later, we are always here.
Free iOS & Android apps
Staff download the free WhosOff mobile apps as part of their onboarding. From day one, they can submit leave requests, check balances and view the team calendar from their phones, whether at their desk, at home, or on the move.
Ready-made quick user guides
WhosOff provides a library of clear, ready-made reference guides you can share with your team during onboarding - covering leave requests, balance checks, calendar views, and manager approvals - without writing a word of documentation yourself.
Free webinars, demos & video tutorials
Book a free personalised demo to see WhosOff in action before you commit, join a live onboarding webinar during setup, or work through the full video tutorial library available in the knowledgebase — all included at no cost.
Company branding
Apply your logo and corporate identity to the WhosOff interface and outgoing emails during setup. A branded experience drives staff confidence from day one and reduces onboarding friction across the organisation.
Switching from another system?
Moving from Timetastic, BrightHR, CharlieHR, e-Days, LeaveTrack, or a spreadsheet? Our dedicated migration support service transfers your staff data, leave history, and policy configurations with minimum disruption. Find out more about migrating to WhosOff by contacting our support team.
Book a free trial to explore our onboarding features
See first-hand how WhosOff's setup wizard, bulk import, and free support tools can help get your team up and running in a single day - completely free of charge. No credit card required.
Each account has access to: Guided setup wizard with step-by-step configurationBulk staff import template
All WhosOff features, fully unlocked during your trial
Free telephone and email support from our team of experts
Free webinars, video tutorials, and ready-made user guides
No long-term contracts or commitments
Your FREE trial lasts until Sunday, 26th July 2026
Fancy a demo first? Call us on +44 (0)1227 812932, or email our support team. Available Monday to Friday 9am - 5.30pm.
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