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Frequently Asked Questions

Common questions about using Karomia.

Account and security​

How do I reset my password?​

Click Forgot password on the sign-in page (https://app.karomia.eu/auth/forgot-password), enter your email address, and follow the instructions in the reset email you'll receive (might land in spam).

Invitation links can expire or fail if they are opened after a delay. Send yourself a new password reset email on this page: https://app.karomia.eu/auth/forgot-password. If the issue persists, contact [email protected].

Does Karomia support Single Sign-On (SSO)?​

Yes. Karomia supports SSO through your corporate identity provider. Contact your administrator for setup details.

Can I enable multi-factor authentication?​

Yes. You can enable MFA from your security settings. Karomia supports authenticator app-based verification.

How do I invite a colleague or team member?​

Click your avatar in the bottom left of the main navigation, then click the three vertical dots (⋮) and select Members. See Inviting Others for the full steps.

Support​

How do I contact support?​

Use the in-app chat (powered by Intercom) to reach our support team. You can access it from any page within Karomia.

Where can I report a bug?​

Report bugs through the in-app chat or contact [email protected]. Please include as much detail as possible, including steps to reproduce the issue.

Assessments (DMA)​

Do I need to complete a DMA before creating a report?​

For CSRD reports, completing a DMA is not optional — it is a required part of the reporting process. The DMA determines which ESG topics are material, which in turn defines which ESRS disclosures must be included in your report. For VSME reports, a DMA is optional.

How long does a Double Materiality Assessment take?​

The timeline varies depending on your organization's size and complexity. Typically, a DMA takes several weeks to a few months, including stakeholder engagement and data collection.

What is the difference between an actual and a potential IRO?​

An actual IRO is one that is currently occurring — the impact, risk, or opportunity is happening now. A potential IRO is one that could occur in the future based on your business activities, value chain, or operating context. Both types are in scope for CSRD. Karomia's AI makes an initial classification, which you should verify based on your knowledge of the company.

Surveys​

How do stakeholders access the survey?​

Stakeholders receive a link from you (via email, messaging, or QR code) that opens the survey in their web browser. No account or app installation is required.

Are survey responses anonymous?​

Responses are grouped by stakeholder group. Individual responses are not attributed to specific people.

In which languages are surveys available?​

Surveys are available in English, French, Dutch, Italian, Polish, German, Portuguese, and Spanish. Respondents choose their language when they open the survey.

Sustainability Reports​

I've completed my report but the Complete button is disabled. What do I do?​

The Complete button is only available to Administrator users. If you see it as disabled, your account does not have admin rights. Ask an administrator in your organization to complete the report, or contact support to have your role updated.

Is my data automatically saved?​

Yes. Karomia saves your work automatically at all times. You can safely navigate away, close the browser, or switch between data points without losing any changes.

I added new documents. How do I get the AI to re-run and use them?​

Uploading a document does not automatically trigger a new AI run. After uploading, you have two options:

Bulk rerun — Rerun the AI for the entire report or for specific disclosures at once. Only data points that are incomplete or not yet started will be rerun; any data points that are already complete (to validate or validated) remain untouched.

Individual regeneration — To update a specific data point:

  1. Navigate to the data point you want to update.
  2. Open the AI assistant panel.
  3. Select Regenerate answer.
  4. In the guided flow, add your new document to the list of sources for that data point and submit.

Our financial year does not match the calendar year. How do I set the reporting period?​

When creating a report, you set the start date and end date manually. These can be any dates — they do not need to align with the calendar year. For example, if your financial year runs from April 1 to March 31, simply set those dates when creating the report.

The AI filled in incorrect information. What should I do?​

This can happen if the data in the uploaded or online sources was wrong or confusing. To investigate and fix it:

  1. Open the Sources menu for the affected data point — this shows exactly which documents and webpages were used, so you can trace where the information came from.
  2. Via the AI assistant, remove any sources that are incorrect or misleading, and add additional documents if relevant.
  3. Select Regenerate answer to rerun the AI with the updated source set.

What export formats are available?​

Sustainability reports can be exported as a full report in PDF, Word, Excel, or CSV format.

Can I reuse content from a previous report?​

Yes. Export your previous report, then create a new report and upload that export as a document. The AI will use it as a source when generating answers, carrying over relevant content from the prior period.

Can multiple people work on a report at the same time?​

Yes. Multiple team members can work on the same report simultaneously. Use labels to assign specific data points to specific people, and @mentions in comments to assign tasks and notify colleagues. See Collaborate for the full workflow.

VSME​

What should I do if a section doesn't apply to our company? (e.g., "We have no pollutants")​

If a topic or question genuinely does not apply to your company, you can mark the relevant data points as Excluded and select the appropriate exclusion reason (e.g., "Not material" or "Conditional data point — condition not met"). You do not need to force an answer for something that is genuinely not relevant to your activities.

What counts as an FTE? Does it include contractors, temps, and interns?​

FTE stands for Full-Time Equivalent and refers to a standardized measure of employee workload. For VSME reporting purposes, FTE includes all types of working relationships: permanent employees, fixed-term employees, temporary workers, contractors, interns, and any other person working for the company — regardless of contract type. Convert part-time workers proportionally (e.g., a 50% part-time employee counts as 0.5 FTE).

What does "governance body" or "instance de dirigeance" mean?​

A governance body refers to the management body responsible for overseeing sustainability matters — typically your board of directors, supervisory board, or executive committee.