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.
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:
Simply click Submit and a verification code will be sent to your registered email address.
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.
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
Image: Profile Menu → Two Factor Login
Step 2: Enable Google Authenticator #
Click Enable next to Enable Authenticator App.
Then click Save.
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.
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:
- Google Authenticator
Simply select your preferred method and click Submit.
Image: Verification Method Dropdown (Email / Google Authenticator)
Using Google Authenticator #
If you select Google Authenticator:
- Open the Google Authenticator app on your phone.
- Locate your HRSimplified account.
- Enter the current six-digit code.
- 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:
- 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.
