New User Setup
Onboard a new employee — M365 account, license, groups, SharePoint, and orientation workflow.
Exit User / Offboarding
Offboard departing staff — revoke access, shared mailbox, email forwarding, and device reset.
SharePoint & DL Permissions
Manage SharePoint sites, distribution lists, Teams channels, and shared mailboxes.
OOO / Email Forwarding
Set auto-reply messages and email forwarding for leave or absences.
How it works
New User Setup
Use our mutually agreed checklist to onboard a new employee. Covered are security, email groups, licensing, and hardware.
Exit User / Offboarding
Submit a departure request. Access will be revoked, mailbox converted to shared, and a forwarding schedule applied.
Active Accounts
All enabled Microsoft 365 accounts in your tenant.
Permissions & Group Access
Change group membership directly, or request access to SharePoint sites and shared mailboxes. Ticketed requests are processed by KairosIT within 4 business hours.
OOO / Email Forwarding
Configure auto-reply messages and email forwarding for leave or absences.
Dynamic Group Builder
Create Azure AD dynamic security groups. Groups update membership automatically based on user attributes.
Group Details
Membership Rule
Linked / Nested Groups (optional)
Feature Requests
Suggest improvements to the KairosIT Client Portal. All requests are reviewed by our development team.
Bug Report
Found something broken? Let us know so we can fix it.
Knowledge Base
Workflow guides and SOPs for using the KairosIT Client Portal.
User Guide
Welcome! This portal is the easiest way to ask KairosIT for common IT changes, like setting up a new employee or updating someone’s access. Each form you submit starts the action and creates a ticket with our helpdesk, and our team then checks that everything went through.
Getting started
- Open the portal link KairosIT shared with your company. You are signed in securely, and the session closes after a period of inactivity, so it is best to complete each form in one sitting.
- Choose the request you need from the menu on the left. Fields marked * are required.
- How it works: 1) You fill out the form and submit it. 2) The request starts running right away and a ticket is sent to the KairosIT team. 3) KairosIT checks that the action ran successfully. 4) We notify you once it is confirmed.
What can I request?
| Request | Use it when… | Notice needed |
|---|---|---|
| New User Setup | A new employee is joining and needs an account, email, licenses, groups and, if needed, a computer. | 72 business hours before the start date |
| Exit User | An employee is leaving and their access needs to be closed out. | 5 business days before the last day |
| Permissions | Someone needs access added or removed (SharePoint site, distribution list, group or shared mailbox). | Handled within 4 business hours |
| OOO / Email Forwarding | Someone will be away and needs an automatic reply and/or email forwarding. | Choose start and end dates |
| Active Accounts | You would like to see the current list of active accounts (view only). | — |
Step by step
Welcoming a new employee
- Select New User Setup.
- Tell us who you are, who the new employee reports to, and a few details about the new team member: name, phone, title, department and employee type.
- Pick the work email domain (we suggest the address for you), the first day, and the Microsoft 365 license(s) they will need. If a license shows none available, you can still select it; KairosIT will confirm the cost with you before ordering and the account stays on hold until approved.
- Add any email groups or distribution lists, and let us know whether a computer is needed.
- Use the final box (“Anything else we should know?”) for any extra details, then select Submit New User Request. Want to double-check first? Preview (Dry Run) lets you review everything without sending it.
When an employee is leaving
- Select Exit User. The license and groups are removed and the mailbox is kept as a shared mailbox, so nothing is lost.
- Choose the exiting user, their manager and the last day.
- Let us know who should keep access to the mailbox, whether email should be forwarded, where their OneDrive files should go, and how the laptop will be returned.
- The automated steps run as soon as you submit, so submit the request on or after the last day. Add timing notes in the comments and KairosIT will handle anything scheduled.
Changing someone’s access
- Select Permissions, choose the person, then choose Add or Remove.
- Select the resource(s), add a short business reason, and submit. SharePoint sites use the format SP-[Site]-[Library]; for distribution lists and groups, simply choose the name.
Out of office and forwarding
- Select OOO / Email Forwarding, choose the person and the start and end dates, and write the automatic reply. You can write one message for people inside your company and another for external senders. The automatic reply is switched off automatically when the end date arrives. If you also need email forwarding, say so in the request and KairosIT will set it up and remove it at the end date.
Good to know
- Administrator accounts can’t be changed through the portal. Please email Support@KairosIT.com and we will be glad to handle those for you.
- Spotted a mistake or forgot a detail? Just email Support@KairosIT.com as soon as you can and we will help you.
- You will also find Feature Requests (share your ideas), Bug Report (tell us if something isn’t working) and a Knowledge Base with short how-to notes.
- Notice times in this guide are our standard ones; your KairosIT contact can confirm the times that apply to your company.
- When you are finished, select Sign Out at the bottom of the menu.
New User Setup
This portal creates a helpdesk ticket for KairosIT to onboard the new employee. Submit at least 72 business hours before the start date.
What KairosIT actions:
License assignment · Dynamic group membership · Manual group additions · SharePoint permissions · MFA enforcement · ITGlue contact card · TimeZest orientation scheduling · One-time credentials link in the confirmation email
Exit User / Offboarding
Submit at least 5 business days before last day. KairosIT always actions: license removal, group removal, mailbox conversion to shared.
Optional actions you configure:
Email forwarding duration · OneDrive data transfer · Device autopilot reset · Out of office message
Dynamic Group Builder
Requires Azure AD Premium P1+. Build the membership rule using the visual builder — the portal generates the Azure AD membership rule syntax automatically. Groups update membership in near real-time as user attributes change.
Permissions & Groups
Use the format SP-[Site]-[Library] for SharePoint sites. For distribution lists and M365 groups, just enter the display name. KairosIT will process within 4 business hours.
SMTP Settings
Configure and test email delivery for ticket notifications and welcome packets.
Connection Status
docs/ADMIN_SETUP.md in the repo.Temporary Credentials
One-time view of a new user's sign-in details.
Scheduled Actions
Pending automated tasks — OOO removals and scheduled account activations.