Quick Setup

This guide walks you through getting into HeyKazi for the first time — from requesting access to exploring the dashboard and understanding the getting-started checklist that helps you hit the ground running.

Requesting Access

HeyKazi organisations are set up by administrators. When you first sign in, you will land on the Organization Access page. From here, you submit an access request so an admin can provision your workspace.

Step 1 — Create your account

Visit the HeyKazi sign-up page and create an account with your email address. You will be asked to verify your email before continuing.

Step 2 — Submit an access request

After signing in, you will see a page titled Organization Access with the message:

Organization creation is managed by administrators. Please submit an access request to get started.

Click the Request Access button. You can include your organisation name and any relevant details to help the administrator process your request.

Step 3 — Wait for approval

An administrator reviews and approves your request. Once approved, your organisation is provisioned — including your workspace, default settings, and your account linked as the first member.

You will receive a confirmation (by email or in-app notification) once your access has been approved. Sign in again and you will land directly on your organisation’s dashboard.

If your organisation already exists and a colleague invited you, skip the access request — check your email for an invitation link instead. See Invite Your Team for details.

When you sign in for the first time, HeyKazi takes you straight to the Dashboard. This is your home base — a single view of everything happening across your organisation.

At the top of the dashboard, you will notice the Getting Started checklist card. This card appears automatically when your organisation is new and guides you through the essential setup steps. More on that below.

The left sidebar is your main navigation. From here you can reach:

Projects — where work is organised and tracked
Customers — the organisations you serve
My Work — tasks assigned to you across all projects
Team — manage members and invitations
Invoices — billing and payment tracking
Settings — organisation configuration, rate cards, and more

Navigating the Dashboard

The dashboard is designed to give you a snapshot of your organisation’s health at a glance. Here is what each section shows:

KPI Tiles

A row of key metrics sits near the top of the page:

Active Projects — how many projects are currently in progress
Utilisation Rate — the percentage of tracked time that is billable (industry benchmarks are typically 60 to 80 percent)
Time Tracked — total hours logged in the selected period
Budget Health — a quick indicator of how your projects are tracking against their budgets

You can adjust the date range filter at the top of the dashboard to focus on a specific week, month, or custom period.

Project Health and Team Workload

Below the KPI tiles, two panels give you a deeper view:

Project Health — combines budget usage, timeline progress, and task completion into a visual status for each project. Projects that may need attention are highlighted.
Team Workload — shows how work is distributed across your team members.

Recent Activity, Deadlines, and More

Further down the page you will find:

Recent Activity — a feed of the latest actions across your projects (task updates, time entries, comments)
Deadlines — upcoming due dates for projects and tasks (available in applicable verticals)
Admin Stats or My Week — admins see organisation-wide statistics, while team members see a personal summary of their upcoming tasks and recent time entries

The Getting Started Checklist

The Getting Started checklist card appears at the top of your dashboard when your organisation is new. It walks you through six steps to set up HeyKazi for your team:

Create your first project — Projects are where your team organises work, tracks time, and manages documents.
Add a customer — Customers represent the organisations you serve. Link them to projects for invoicing.
Invite a team member — Collaboration is better together. Invite colleagues to start working as a team.
Log time on a task — Time tracking powers invoicing, budgets, and profitability reports.
Set up your rate card — Define billing and cost rates to enable profitability tracking and accurate invoicing.
Generate your first invoice — Pull tracked time into a professional invoice and send it to your client directly from HeyKazi.

Each step shows a checkmark when you complete it, along with a link to jump straight to the relevant page. Once all six steps are done, the card displays a congratulatory message — “You’re all set! Your organisation is ready to go.” — and you can dismiss it.

You do not need to complete the checklist steps in order. Feel free to jump to whichever step is most relevant. For example, if you already know your team, start with Invite Your Team before creating your first project.

Next Steps

You are all set up and familiar with the dashboard. Here is where to go next:

Invite Your Team — add colleagues and assign roles so your team can collaborate
Your First Project — a full end-to-end walkthrough from creating a customer to generating an invoice
Projects — learn about project statuses, tabs, and how to organise your work