In KiDig the facility adds new employees; each person then sets their password themselves. Nobody sends passwords – not the facility manager and not the KiDig team.

Who has which account

  • Facility account ("Einrichtungs-Login"): one per facility, usually used by the facility manager. It is used to add employees, maintain contracts and settings, and approve requests.
  • Employees ("Mitarbeitende-Login"): every person has their own account and sees only their own times, sick notes and vacation requests.
  • Administration ("Verwaltungs-Login"): for providers (Träger), specialist advisers or administrators who view several facilities. They can change almost nothing – essentially staff planning, groups and costs; they cannot add employees or give access. The KiDig team sets up these accounts; write to us with the facilities they should cover.

Each email address can belong to only one account, across all facilities.

Adding an employee

  1. Open Mitarbeiter (Employees) and click Mitarbeitenden anlegen (Create employees).
  2. Enter first name, last name and email address. The address will be the person's login – check it letter by letter.
  3. Send the access email now: if ticked, the person immediately receives an email with a link to set their password. While you are still setting KiDig up ("Erste Schritte"), the box is unticked – then create the contract first and send access afterwards, otherwise the person sees an empty app at their first login.
  4. Save. Next takes you to the person's master data.
  5. Create the employment contract there. Without a contract KiDig calculates no target hours; see Contracts and hours.

If KiDig says "This email address is already in use by another user", the address already belongs to another account – for example the facility account, an earlier entry or another facility. If the person moved from another facility, they must be archived there first (see Moving).

Add new employees in the browser if you can: there you set the email address and send access in one step.

Giving access: email or QR code

There are two ways. Both lead to the same page where the person sets their password, and both links are valid for 7 days and work once.

By email: with the box when adding the person, or later on their master-data page with Zugang per E-Mail senden (Send access by email; the button is shown only for people added since mid-October 2026 who have not set up a password yet). In the app: open the person → Passwort-Link senden.

By access link (without waiting for the email): on the master-data page or after adding the person, click Zugangslink erstellen (Create access link); on Heute (Today), in the card "Password not set up yet", click Zugangslink (Access link; app: Zugangslink teilen). You can then

  • show the QR code for the person to scan with their phone,
  • print a sheet and hand it over, or
  • copy the link and send it by messenger.

Treat the link like a key: whoever has it can set the password. A new access link makes the old one invalid immediately; once the person has used a link, all others stop working. The access link also needs a stored email address – it becomes the login. It is only available for people added since the switch-over in mid-October 2026 who have never set a password themselves. For everyone else, use the email link or Forgot password.

On Heute you see newly added employees who have not set up a password yet, with "for … days"; after more than two days it says "please follow up". People who already existed before mid-October 2026 do not appear there.

First login

  1. Open the link from the email or scan the QR code.
  2. On "Set new password", enter a password of at least 8 characters twice and click Einloggen (Sign in).
  3. Then log in in the browser at app.kidig-online.de via Mitarbeitende-Login or in the KiDig app with the email address and the new password.

If the email does not arrive

  1. Ask the person to check their spam or promotions folder and wait a few minutes.
  2. Check the address: open the person's master data and compare the email address with them letter by letter. If it is wrong: Edit, correct, save – KiDig then asks whether to send a new link: Yes, send link.
  3. Without waiting for the email: give the person the access link as a QR code or printout. If that is not possible (person added earlier or has set a password before), they use Forgot password.

Never send a password by email, messenger or note – KiDig does not know your password and never needs it.

Forgot password

Everyone can reset their own password: on the login page click Passwort vergessen / zurücksetzen (Forgot my password), enter the email address and open the link from the email (valid for 24 hours). This also works for the facility account. More: Setting and resetting your password.

After 10 wrong passwords within 15 minutes, KiDig blocks sign-in with that address for 15 minutes, even with the correct password; during that time the browser sign-in still says "Wrong email or password.", the app says "Zu viele Versuche" (too many attempts). Then the only fix is to wait: a new password via "Forgot password" does not lift the block sooner. If logging in still fails after that, check: was the person archived or their login address changed? Otherwise use "Forgot password".

Changing a login email

  • For employees: the person's master data → email Edit → save. The new address works for login immediately and the password stays. If the person has no password yet, choose Yes, send link. Employees have no field in KiDig to change their own login address.
  • For the facility account: ☰ → Einrichtungseinstellungen (Facility settings) → Administrator-Konto → email Edit.

The new address must not belong to any other account. Open links sent to the old address stop working.

Facility manager: own times and handover

Recording their own times: the facility account has no time tracking of its own. If the facility manager records working time in KiDig, add them like everyone else as an employee – with employee type "Leitung" and the management hours in the contract – and with a different email address from the facility account. They log in via Mitarbeitende-Login for their own times. The time clock (Stempeluhr) also only works this way.

New or interim facility manager: there is one facility account per facility; admin rights cannot be given to an employee account. To hand over:

  1. The current manager changes the email address under Einrichtungseinstellungen → Administrator-Konto to the new manager's address.
  2. The new manager sets their own password via Forgot password.

Until step 2 is done, the old password keeps working – do it right away. If the current manager cannot be reached, write to support@kidig.de – only the KiDig team can change the address then.

Employees missing from the list

The Mitarbeiter list shows all employees of the facility, 150 at first, with Show … more below. If someone is missing:

  • Is the filter set to Alle (All), and is the search empty?
  • People without a current contract (none yet or expired) are at the very bottom under "No current contract" – except in the first three days after being added, when they are at the top. Anyone who already has a future contract stays in the main list.
  • Archived people only appear under the Archiviert (Archived) filter.
  • Was the person perhaps added in another facility? Each facility has its own list.

More: Why is an employee no longer visible?

Employees who have left

Archive (list → Mehr (More) → Archivieren, type the person's email address to confirm):

  • The person can no longer log in.
  • All times, contracts, sick notes and vacation data are kept.
  • The email address becomes free and can be used in another facility.
  • Archived employees no longer count towards your plan.

End the contract on the last working day first, so no target hours accrue afterwards.

Reactivate: filter Archiviert → open the person → Reaktivieren. KiDig asks for an email address and by default sends a link for the person to set a new password. The old password no longer works after reactivation; without this link the person uses "Forgot password".

Deleting removes the person and their recorded times permanently and cannot be undone. Archiving is usually the right choice.

Moving to another facility

In KiDig a person belongs to exactly one facility and cannot be moved. If someone changes facility:

  1. In the old facility, end the contract and archive the person – this frees the email address.
  2. In the new facility, add the person again with the same address, a new contract and – if wanted – hours carry-over and remaining leave in the yearly settings.

Past times stay in the old facility.