Security
Employee records deserve a locked door
An HRIS holds your most private business information. HRGP protects it with two-step sign-in, private files and clear limits on who can see what.
Two-step sign-in is required for company administrators. Everyone else can turn it on in their profile.
Setting up two-step sign-in (sample data).
How two-step sign-in works
Sign in as usual
Enter your email and password.
Set it up once
Scan the code with an authenticator app, such as Google Authenticator, Microsoft Authenticator or 1Password, then enter the 6-digit code it shows.
Save your backup codes
Each backup code signs you in once if you lose your phone.
Enter a code when you sign in
After your password, enter the 6-digit code from your app.
Who can see what
Access in HRGP starts with a person's role. A company administrator decides who gets which role.
- An Employee login opens My Employee Portal only.
- A file opens only if the person's role allows that file's access level: Full, Limited or Minimal.
- Payroll reports are for your company's admins, and Social Security and bank numbers can never be added to a report.
- A saved report belongs to the person who built it.
Sensitive numbers
When a new hire enters a Social Security number on their government forms, the screen tells them it's only written into the forms, which are stored encrypted. In onboarding, Social Security and account numbers are encrypted, and screens show the last four only. Employees' copies of completed forms keep private answers hidden.
Two-step sign-in, in practice
Backup codes are shown once, so copy them when they appear. Each one works one time. If an employee loses their phone and has no codes, a company administrator can use Reset two-step on that employee's page, and the person sets it up again at their next sign-in. Your own password can be changed from your profile.
A simple routine for your company
- Give each person the lowest role that lets them do their job.
- Use the Limited or Minimal levels for sensitive files.
- When someone leaves, end their access. Offboarding lets you pick the end of their last day or right now.
- Turn off a Share link when the person has finished watching.
What HRGP doesn't do for you
HRGP gives you these controls, but your company still decides who gets access and what to collect. If a customer or partner needs details about how HRGP handles data, read the Privacy Policy or email [email protected] and we'll answer what we can.
Other ways HRGP protects your people's information
- Social Security and bank numbers are encrypted, and only the last four show on screen.
- Uploaded files open only after signing in, and only for your own company.
- Each employee file has an access level, and nobody can set or see a level above their own.
- Video recordings open only for your own company after signing in. A Share link is your choice, lasts 7 days and can be turned off.
- Employees see only their own forms, time off and pay.
- Payroll change reports leave out Social Security and bank numbers. A carrier file with dates of birth asks you to confirm it's you before it downloads.
What stays with you
- Choose who gets which role. A person's role decides what they can open.
- Turn off a person's access the day they leave. Terminate ends it right away.
- Keep your backup codes somewhere safe.
Security questions
Does everyone need two-step sign-in?
Company administrators do. Other people can turn it on in their profile.
What if I don't have an authenticator app?
Administrators need one. Other people can get the code by email instead.
What if someone loses their phone?
They can sign in with a backup code. A company administrator can also reset two-step sign-in for an employee from the employee's page. HRGP support resets administrators.
Where can I read more?
Our Privacy Policy explains what we collect and how we use it. For anything else, email [email protected].
Can an employee see another employee's pay?
No. An Employee login sees only their own forms, time off and pay.
Related
Keep your employee records safe
Part of HRGP, the HRIS for small business. $99 a month. No per-seat fees. 14-day free trial.