Luna HR Docs

Onboarding

Getting started with Luna HR takes just a few minutes. This guide walks you through the initial setup process.

Creating your account

When you first sign up for Luna HR, you'll be asked to create your account using your email address. Luna HR uses secure authentication — there are no passwords to remember.

Once signed in, the setup wizard will guide you through configuring your company.

The setup wizard

The setup wizard has a few key steps:

1. Company details

Enter your company name, registered address, and other basic information. This is used across Luna HR for things like payslips, reports, and your public job board.

2. Choose your modules

Luna HR is modular — you select which features you need. All modules are included during your trial, so you can explore everything before deciding. You can change your module selection at any time from Admin > Modules.

Available modules include Leave, Expenses, Training, Security Awareness, Performance, Wellness, Assets, Recruitment, and more.

3. Set up your org structure

Create your company's hierarchy. This can be as simple or as detailed as you need:

  • Company (top level)
    • Region (e.g. UK, Europe)
      • Office (e.g. London, Manchester)
        • Department (e.g. Engineering, Sales)
          • Team (e.g. Frontend, Backend)

Your org structure is flexible — you can add, rename, or reorganise at any time. See Company Structure for more details.

4. Invite your team

Add employees individually or use the bulk invite feature to send onboarding invitations to your whole team at once.

Each new hire receives a personalised onboarding link that guides them through:

  1. Welcome — introduction to the company
  2. Your role — their job title, department, and manager
  3. Personal details — contact information and preferences
  4. Office info — their primary work location
  5. Key people — who to reach out to
  6. Emergency contact — next of kin details
  7. Starter pack — company documents to review
  8. Document upload — ID, right to work, etc.
  9. Tips — getting settled in

The onboarding wizard is token-based — new hires don't need a Luna HR account to complete it.

Admin: onboarding templates

Admins can customise the onboarding experience from Admin > Onboarding:

Template builder

Create reusable onboarding templates with:

  • Welcome message — personalised text shown on the first screen
  • Role information — pre-fill job title, department, and reporting line
  • Starter pack documents — attach company policies, handbooks, or welcome guides that the new hire must acknowledge
  • Custom steps — add or remove steps from the wizard to match your process

Managing invites

The admin onboarding page also shows:

  • Invited employees — who has been sent an onboarding link and their completion status
  • Bulk invite — send onboarding invitations to multiple new hires via CSV upload (see below)
  • Preview — see exactly what the new hire will experience before sending the invitation

Bulk CSV invite

The bulk invite tool lets you invite many new hires at once using a CSV file. It follows the same quality standards as the data import wizard:

  1. Upload your CSV — drag and drop or click to browse
  2. Map columns — Luna HR auto-detects common headers. You can manually adjust mappings for any columns that weren't matched
  3. Preview and validate — review each row with inline error/warning indicators. Edit cells directly in the table to fix issues without re-uploading
  4. Import — creates employee stubs and sends onboarding invite emails

Supported fields:

| Field | Required | Notes | |-------|----------|-------| | First name | Yes | | | Last name | Yes | | | Email | Yes | Must be unique | | Template | Yes | Must match an active onboarding template name | | Start date | No | YYYY-MM-DD or DD/MM/YYYY | | Job title | No | | | Department | No | Must match an existing org node name | | Line manager | No | Match by email or full name | | Employment type | No | full-time, part-time, contractor, intern | | Employee number | No | Auto-generated if not provided |

The preview step validates templates, departments, and managers against your existing data, and highlights any issues before you import.

How invites work

When you create an onboarding instance, Luna HR:

  1. Generates a unique, secure token for the new hire
  2. Sends an invitation email with the onboarding link
  3. The new hire clicks the link and completes the wizard at their own pace
  4. Progress is tracked in real-time — you can see which steps they've completed
  5. On completion, their employee record is updated with all the information they provided

Next steps

Once your company is set up: