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Getting StartedSetting Up Your Workspace

Setting Up Your Workspace

After creating your account, configure these settings to get the most out of Kiaro.

Workspace settings (owner only)

Go to Settings → Workspace to configure workspace-wide settings:

  • Workspace name: Shown in the sidebar, emails, and client-facing documents
  • Time rounding: Automatically round up timer entries to the nearest increment (5, 6, 10, 15, or 30 minutes). Common for billing in quarter-hour blocks.
  • AI Command Bar: Toggle AI features on or off for the entire workspace. When disabled, the command bar and AI button are muted with a message linking to this settings page. All features remain accessible manually via the sidebar.

Only the workspace owner can access and modify these settings.

Go to Settings → Invoices to add your business details. These appear on every invoice and PDF you generate:

  • Business name: Your company or trading name
  • Address: Street address, city, state/province, postal code, country
  • Email & phone: Contact details shown on invoices
  • Tax ID: Your VAT number, ABN, EIN, or equivalent (label and value)
  • Default tax rate: Automatically applied to new invoices (you can override per invoice)
  • Payment instructions: Bank details, payment terms, or other instructions for clients paying manually

Dashboard goals

Go to Settings → Dashboard Goals to set targets for your dashboard KPIs:

  • Monthly revenue target
  • Weekly hours target
  • Utilization target (the share of your logged hours that are billable)

Leave a target blank and Kiaro uses a default calculated from your history. These power the trend indicators on your dashboard so you can track progress at a glance.

Client portal

Go to Settings → Client Portal to enable client portal access for specific clients. Once enabled, clients can:

  • View their projects and deliverables
  • View and download invoices
  • Pay invoices online (if Stripe Connect is configured)

See Client Portal for more details.

Content library

Go to Settings → Content Library to save reusable sections for your proposals, like “About Us”, “Our Process”, or “Terms & Conditions”. Once saved, these sections can be inserted into any proposal with one click from the editor toolbar.

See Content Library for details.

Your profile

Go to /profile to view your personal profile page. This shows:

  • Your name, role, and workspace
  • Your current plan
  • Personal stats: hours logged, utilization rate, tasks completed, and active projects
  • Recent activity

You can upload or change your avatar from the profile page. Either click the avatar to pick a file, or drag an image file from your desktop straight onto it. Once dropped, a cropper opens so you can position the image before saving. If you sign in with Google and have not uploaded a photo, Kiaro uses your Google account photo and picks up a new one the next time you sign in with Google after changing it. A photo you upload always takes priority over your Google photo. To go back to your Google photo, click Remove photo on your profile page: your initials show until you next sign in with Google, which brings your Google photo back.

Drag-and-drop also works for the business logo in Settings → Invoices → Branding.

The workspace owner also has an Account & Data page at /profile/account, reachable from the Account & Data card in Settings or from your profile. It holds your timezone, digest emails, privacy, data export and account deletion.

Your timezone

Kiaro detects your timezone the first time you sign in and uses it to compute “today” boundaries that affect you. For example, the timer’s “X today” indicator on the global timer bar resets at your local midnight, not server midnight.

The workspace owner can change the timezone any time under Profile → Account & Data → Timezone. Pick from the searchable list, grouped by continent, with the current UTC offset shown. If you’re unsure, the picker shows your browser-detected timezone as a fallback hint.

If you leave it unset, Kiaro falls back to UTC. That’s safe but means a few hours of work near midnight may slip into the wrong day on the timer’s “today” total.

Settings are organized as a card-based layout. Which settings you see depends on your role:

  • All roles: Content Library, Templates, Integrations, Connected apps, plus your Profile (at /profile)
  • Admin and above: Members, Client Portal, Dashboard Goals, Invoices
  • Owner only: Workspace, Billing, Account & Data

If you don’t see certain settings, your role may not have access. See Role Permissions for details.

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