Create a User Account

Article Contents

1. Introduction
2. Step-by-Step: Creating a New User
3. Subscription and Billing
4. Microsoft 365 Login
5. Microsoft 365 Sync (optional)
6. Assigning Privileges

Introduction

This article walks through the steps to create a user account in Hiro, explains how it impacts your subscription, and highlights optional features such as Microsoft 365 Sync.

🧑‍💼 Who needs a Hiro account?
Create a user account for any staff member who needs to:

• Log in and use Hiro

• Be assigned to-dos or projects

• Enter timesheets

• Manage client/project information

• Approve or issue invoices

If a team member doesn't need access to Hiro, you don’t need to create a user account for them.

Step-by-Step: Creating a New User

To create a user account, go to Settings → User Accounts.

🔐 This page is only visible to Global Administrators or users with the “Add/modify/delete users” privilege.

Click the “New user” button to get started.

On the New User page, you’ll be prompted to enter the new team member’s details, grouped into tabs. These include:

• Basic – Enter personal details, key dates (like start date), and visibility options. Legal names can be added separately if needed.

• Organisation – Select their branch, department, and position. You can override their position title and optionally assign a manager.

• Communication – Add their work and personal contact information, LinkedIn profile, and emergency contact details.

• Timesheets – Configure timesheet-related behaviour (if applicable for your setup).

• Payroll – Set their employment basis, working days, default hours, overtime handling, and link them to Xero if required.

• Financial – This tab may include optional cost settings or charge-out rates, depending on your account settings.

✉️ Make sure the email address is valid. When the user is created, Hiro automatically sends them an email with instructions to log in.

Whether or not they still have the original welcome email, the process is the same:

1. Go to https://app.ourhiro.io

2. Enter the same email address their account was created with

3. Hiro will send a six-digit verification code to that email

4. Enter the code to verify the account

5. Set a password and log in

💡 Can’t find the welcome email?
That’s okay — it’s not required. Simply follow the steps above. A new six-digit code will be sent automatically when they enter their email at app.ourhiro.io.

Subscription and Billing

Your Hiro subscription is based on the number of active users in your account. When you create a new user, they’re added to your monthly user total straight away — even if they haven’t logged in or accepted the invite.

You don’t get charged immediately. Instead, a pro-rata amount is added to your next scheduled monthly invoice, covering the time that user was active.

If someone no longer needs access, deleting their user account will immediately reduce your subscription count.

🔗 For more details, see: Introduction to Billing in Hiro.

Microsoft 365 Login

Users can log into Hiro using their Microsoft 365 account — no setup required.

On the login page:

• They can enter their email address, then proceed using their Hiro password, or

• Click the “Continue with Microsoft 365” button and authenticate using their Microsoft 365 credentials.

This is simply a login convenience. It allows users to sign in with their Microsoft identity instead of a separate Hiro password. It does not require Microsoft 365 Sync to be enabled.

Microsoft 365 Sync (Optional)

Hiro also supports a feature called Microsoft 365 Sync, which extends beyond login. This integration helps onboard staff more efficiently across platforms.

If your organisation has this enabled, Hiro will automatically create a new Microsoft 365 account for each new user created — unless one already exists with that email address.

• The new Microsoft 365 account is created using the same name and email entered in Hiro.

• A random password is generated, and the person who created the Hiro user account will receive these details by email.

🔗 For more info, see: Enable Microsoft 365 Sync

Assigning Privileges

User privileges in Hiro (such as who can manage projects, approve invoices, or access admin features) are managed separately from the User Accounts page.

Once you've created a user, you’ll need to go to the User Privileges & Notifications page to set their system-wide access. This is where you can assign admin rights, control who can see what, and configure advanced permissions across the system.

🔗 For full instructions, see: Privileges: who can access what in Hiro