---
title: "Two-Factor Authentication (2FA) in HRSimplified"
description: "## Keep Your Account Secure with an Extra Layer of Protection Protecting your HRSimplified account is important, especially when your account contains sensitive employee and company information. Two-Factor Authentication (2FA) adds an additional layer of security by requiring a one-time…"
url: "https://hrsimplified.org/docs/how-two-factor-authentication-works/"
updated: "2026-08-04"
category: General System
---

# Two-Factor Authentication (2FA) in HRSimplified

## Keep Your Account Secure with an Extra Layer of Protection

Protecting your HRSimplified account is important, especially when your account contains sensitive employee and company information. Two-Factor Authentication (2FA) adds an additional layer of security by requiring a one-time verification code after you enter your password.

You can use either:

- **Email Verification** (available by default)
- **Google Authenticator** (recommended for faster, more secure logins)

---

# Logging In with Two-Factor Authentication

### Step 1: Log in as normal

Go to the HRSimplified login page and enter your:

- Username or Email Address
- Password

Click **Log in**.

![](https://hrsimplified.org/wp-content/uploads/2026/07/image-8.png)

> **Image:** Standard Login Screen

---

### Step 2: Choose your verification method

After entering your username and password, HRSimplified will ask you to verify your identity.

If you have **not yet configured Google Authenticator**, the only available option will be:

- **Email**

Simply click **Submit** and a verification code will be sent to your registered email address.

![](https://hrsimplified.org/wp-content/uploads/2026/07/image-9.png)

> **Image:** Send Security Code (Email Only)

---

### Step 3: Enter your security code

Enter the verification code you received and click **Submit**.

### Remember this browser

Before submitting the code, you will notice a checkbox called:

**✓ Remember this browser**

### This is very important.

If you tick **Remember this browser**, HRSimplified will remember the current combination of:

- **User account**
- **Computer or device**
- **Web browser**

for **30 days**.

This means you **will not be asked** for an Email OTP or Google Authenticator code again when logging into **that same user account** using **that same browser** on **that same device** during the next 30 days.

### You will be asked to verify again if:

- 30 days have passed.
- You clear your browser cookies or browsing data.
- You use a different web browser (for example, Chrome instead of Edge).
- You use a different computer or mobile device.
- **You log in with a different HRSimplified user account**, even on the same computer and browser.

> **Example:**
> If Jane logs into HRSimplified on Chrome and selects **Remember this browser**, only Jane's account is trusted on that browser. If Peter later logs into the same PC using his own HRSimplified account, he will still be asked to complete Two-Factor Authentication the first time because the trusted browser setting is stored **per user account, per browser, and per device**.

![](https://hrsimplified.org/wp-content/uploads/2026/07/image-10.png)

> **Image:** Verify Security Code (Remember this browser)

---

# Setting Up Google Authenticator

Although Email verification works well, we strongly recommend using **Google Authenticator** for quicker and more secure verification.

## Step 1: Open your Profile Menu

After logging in:

Click your **Profile** icon in the top-right corner.

Select:

**Two Factor Login**

![](https://hrsimplified.org/wp-content/uploads/2026/07/image-11.png)

> **Image:** Profile Menu → Two Factor Login

---

## Step 2: Enable Google Authenticator

Click **Enable** next to **Enable Authenticator App**.

Then click **Save**.

![](https://hrsimplified.org/wp-content/uploads/2026/07/image-12.png)

> **Image:** Enable Authenticator App

---

## Step 3: Scan the QR Code

HRSimplified will display:

- A QR Code
- A secret recovery key

Open **Google Authenticator** on your phone.

Choose:

**Add Account**

Then either:

- Scan the QR Code
- Enter the setup key manually

Google Authenticator will immediately begin generating six-digit verification codes.

---

# IMPORTANT: Save Your Recovery Key

When setting up Google Authenticator, HRSimplified provides a unique **Recovery Key** (also called a Secret Key).

**Do not ignore this step.**

It is strongly recommended that you:

- Download the recovery key (if available)
- Copy and paste it into a secure password manager
- Print and store it in a safe location

This key allows you to recover or reconfigure your authenticator if you:

- Lose your phone
- Replace your device
- Reset Google Authenticator
- Need to set up a new authenticator app

Without this recovery key, you may need assistance from your system administrator to regain access to your account.

![](https://hrsimplified.org/wp-content/uploads/2026/07/image-13.png)

> **Image:** QR Code Setup Screen

---

# Logging In After Google Authenticator is Enabled

Once Google Authenticator has been configured, the verification screen changes slightly.

Instead of only showing **Email**, you will now see a dropdown list allowing you to choose your preferred verification method.

You can choose either:

- **Email**
- **Google Authenticator**

Simply select your preferred method and click **Submit**.

![](https://hrsimplified.org/wp-content/uploads/2026/07/image-14.png)

> **Image:** Verification Method Dropdown (Email / Google Authenticator)

---

# Using Google Authenticator

If you select **Google Authenticator**:

1. Open the Google Authenticator app on your phone.
2. Locate your HRSimplified account.
3. Enter the current six-digit code.
4. Click **Submit**.

Remember that Google Authenticator codes refresh approximately every 30 seconds, so if a code expires, simply enter the next one displayed.

---

# Frequently Asked Questions

## Can I still use Email verification after enabling Google Authenticator?

Yes.

Once Google Authenticator has been enabled, you can choose either:

- Email
- Google Authenticator

from the verification dropdown when logging in.

---

## What happens if I tick "Remember this browser"?

Your current browser and device will be trusted for **30 days**.

During this period you will only need your username and password when logging in from that browser.

You will not be asked for:

- Email One-Time Passwords (OTPs)
- Google Authenticator codes

until the 30-day period expires or the browser is no longer recognised.

---

## What if I lose my phone?

If you saved your **Recovery Key**, you can quickly set up Google Authenticator on your new device.

If you did not save the recovery key, please contact your HRSimplified administrator or support team for assistance.

---

## Can I use a different Authenticator App?

Yes. Any authenticator application that supports standard TOTP (Time-Based One-Time Password) codes can be used. Google Authenticator is recommended because it is widely supported and easy to use.

---

# Best Practices

To keep your account secure:

- Enable Google Authenticator for stronger account protection.
- Always save your Recovery Key in a secure location.
- Use **Remember this browser** only on trusted personal devices.
- Never share your verification codes with anyone.
- Keep your email account secure, as it may be used for account verification.

---

## Summary

Two-Factor Authentication significantly improves the security of your HRSimplified account by requiring a second verification step after entering your password.

For the best balance between convenience and security:

- Use **Google Authenticator** whenever possible.
- Save your **Recovery Key** immediately after setup.
- Use **Remember this browser** on trusted devices to avoid repeated verification prompts for **30 days**.