Getting started for Admin

Welcome to Kula !

This guide walks you through the setup that gets your instance ready for hiring, in the order that works best — each section builds on the one before it. Every section links out to a detailed article, so you can go as deep as you need without losing your place here.

You are laying foundations. The jobs themselves get created by your recruiters once this is done.

Step 1 — Set up your own account

You will be testing as yourself, so get your own view right first. In Settings → My settings (see Updating your personal settings):

• Set your time zone — every date and time in Kula displays in it, so interviews and deadlines read correctly

• Set your date and time format — so 03/04/2026 reads the way your team writes it

  

• Set your working hours — they set your interview availability, and keep reminders landing on days you actually work

  

My integrations is optional for admins. It connects your personal mailbox, calendar and the Kula Everywhere Chrome extension — only needed if you'll also schedule, interview or email candidates yourself. Your organisation's connection is step 2.

Step 2 — Connect your organisation's integrations

Nothing else works properly until this is done. In Settings → Organisation → Organisation integrations, connect in this order:(step-by-step guides for each are in Integrations)

• Conferencing — Google Meet, Microsoft Teams or Zoom

• Slack — notifications, plus quick actions so people can approve and submit scorecards without opening Kula

• HRIS, assessments, background checks and e-signature — as your process needs them

  

Step 3 — Build your org structure

Everything downstream filters by these, so agree the shape before you create them. Renaming later is fine; restructuring is not.

• Create your Departments (Super Admin)

  

• Create your Offices (Super Admin)

  

• Set up Communication templates for job and flow emails

  

Step 4 — Decide roles, then invite your team

Kula ships with seven default roles. See User roles in Kula for what each can do

Step 5 — Set up how jobs work

In Settings → Jobs & Requisitions:

• Decide whether to turn on Requisitions — an account-level switch adding a headcount layer in front of jobs. If you do, set your ID prefix and whether a requisition is mandatory on job creation

• Create Job description templates by department, office and work type

  

• Set up Job approvals, and Requisition approvals if requisitions are on

  

• Add any custom Job fields, plus Job closure reasons and Compensation settings

  

Step 6 — Set up how candidates apply

Two groups, done together — Candidates & Applications and Sourcing:

• Build your Application forms — this is your candidate experience in careers page

• Set up Rejection reasons and Candidate sources. These become the vocabulary of your reporting, so thin lists mean thin analytics

• Configure Referrals — your employee referral settings and policy

  

Step 7 — Build your interview and offer process

Whatever you set here becomes the default on every job your recruiters create. In Interview & Scheduling and Offers:

• Create Interview plans, definable per department, office and work type

• Create Scorecard templates, and choose your scorecard visibility setting

• Set up Interviewer pools and Interview load balancing to spread interviewing evenly across your team

• Build Offer fields before Offer letter templates — fields become the tokens in the letter

• Configure Offer approvals

• For e-signatures in Offers, connect DocuSign, PandaDoc or SpotDraft.

Step 8 — Set up your career page

The candidate-facing side of everything you just configured. Decide how you want to host it first, because that choice shapes the rest.

→ For the full walkthrough, see Set up your career page.

Step 9 — Set up your job boards

Your careers page is where candidates land. Job boards are how they find it. Everything here lives in Settings → Career page and Job boards → Job boards, and it splits three ways.

→ For the full setup, see How to Enable Job Boards

Step 10 — Turn on AI

Do this once your scorecards and interview plans are real — AI amplifies whatever you've configured. See Kula AI for the details

• Enable the AI notetaker for interview recording, transcripts and summaries

• Switch on AI scorecard assistance for the account; recruiters then toggle it per interview

• Per job, on the job's Settings → AI Teammates tab, your recruiters add the agents they want. Three are available:

  

  Teammate	What it does	Availability
  Scoring agent	Reviews every application, scores candidates against your criteria and highlights top matches. This is Kula's AI scoring	Included
  Fraud detector	Identifies and filters fake profiles and spam applications, so the pipeline stays clean	Add-on
  Coordinator	Calls candidates to collect availability, checks interviewer calendars and schedules interviews	Add-on

  Add-ons show Unlock with Add-on rather than Add teammate. Clicking through opens a note to support, so tell your team that's the route rather than a self-serve toggle.

  

Step 11 — Lock down security and compliance

• Configure SSO under Security (Super Admin) — Okta, JumpCloud, Google and custom SAML. Do this before a company-wide rollout

• Enable EEO questions if you report on them (Super Admin)

• Set up Data export for scheduled or on-demand exports

• Open API management or Webhooks only if you're integrating Kula with your own systems (Super Admin)

  

Step 12 — Onboard your team

Your instance is ready. Bring people in a wave at a time rather than all at once — recruiters first, since they'll be creating the jobs everyone else reacts to, then hiring managers, then interviewers as real interviews get scheduled.

If you're adding more than a handful of people, send the list to us. Kula doesn't have a bulk user import in the interface yet, so adding thirty people one at a time is a long afternoon you don't need to have. Email the list to support@kula.ai or raise it through in-app chat and we'll load it for you. 

• What to send — one row per person with their full name, work email, role, department, office and reporting manager. A spreadsheet or CSV is fine.

Send them the below guides for what they'll actually be doing:

Step 13 — Check you're ready to hire

Run one test job end to end before you hand over — open it, apply from the careers page, schedule an interview, generate an offer. Most go-live problems surface in that single pass.

Good to know

• Your own role is changed by another Super Admin or Admin — including if you are one.

• Email addresses are fixed once an invitation is sent. To correct one, deactivate the user and add them again.

• External Collaborators don't use a seat. Every other role does, including people still Pending.

• Deactivating someone frees a seat immediately and keeps their notes and scorecards intact.

• Confidential jobs and requisitions are Super Admin only.

• Template changes apply to new jobs. Existing jobs keep the wording they were created with.

• Job descriptions become read-only on Closed and Archived jobs.

• On a trial account you can only invite people on your own email domain.

FAQ

Do I need to connect my own mailbox and calendar as an admin? Only if you'll schedule interviews, interview or email candidates yourself. Your organization's integrations in step 2 are a separate thing.

Can we import our users from a spreadsheet? Not in the interface yet. Email the list to support@kula.ai or share it through in-app chat, and we'll load it for you.

Can you add our team without sending invitation emails? Yes. Tell us when you send the list. We can add everyone silently, and people sign in at your Kula URL when you're ready.

Can I change our Kula-hosted career page address? Not from settings — it's generated from your organization name and is read-only. Contact us if it needs to change.

Do jobs post to LinkedIn automatically? No. Posting is chosen job by job, so your recruiters need to do it on each job.

Why can't I change my own role? Nobody can change their own role, even a Super Admin. Ask another Super Admin or Admin.

Need help? If you have questions or need assistance, reach out to us at support@kula.ai or use the in-app chat.