Signing Up & First Login

Before you can use Udyamo HRMS, you need an account. This chapter covers every path into the platform — signing up as a new organization, accepting an employee invitation, logging in with a password or OTP, connecting through Google or Azure AD single sign-on, and recovering a forgotten password.

What You Will Learn

• How to create a new organization account on Udyamo HRMS
• How to verify your email and complete registration
• How to log in with email/password, OTP, Google OAuth2, or Azure AD SSO
• How to accept an employee invitation link
• How to reset a forgotten password
• Password requirements and security recommendations

Prerequisites

Required: A modern web browser (Chrome, Firefox, Edge, or Safari) and a stable internet connection. See Chapter 1 for detailed system requirements.

Creating a New Organization Account

If you are the first person from your company to use Udyamo HRMS, you will create a new organization account. This makes you the initial administrator of that organization.

Step-by-Step: Sign Up

1. Open your browser and navigate to udyamo.com/hrms.
2. Click the Sign Up or Get Started button on the landing page.
3. Fill in the registration form:

4. Review and accept the Terms of Service and Privacy Policy.
5. Click Create Account.

Tip: Use your official work email address rather than a personal email. This ensures your organization's domain is associated with the account from the start.

Password Requirements

Udyamo HRMS enforces the following password policy:

Warning: Avoid using common passwords such as "password123" or your company name. A compromised administrator account can expose your entire organization's data.

Email Verification

After submitting the registration form, Udyamo HRMS sends a confirmation email to the address you provided.

Step-by-Step: Verify Your Email

1. Check your inbox for an email from Udyamo HRMS with the subject line "Confirmation Instructions" (or similar).
2. Click the Confirm My Account link in the email.
3. You will be redirected to the Udyamo HRMS login page with a confirmation success message.

Tip: If you do not see the confirmation email within a few minutes, check your spam or junk folder. You can also click Resend Confirmation Email on the login page.

Warning: The confirmation link expires after a set period (typically 24 hours). If it expires, visit the login page and request a new confirmation email.

Logging In

Udyamo HRMS supports multiple authentication methods. Choose the one that suits your organization's security policy.

Method 1: Email and Password

This is the standard login method available to all users.

1. Navigate to the Udyamo HRMS login page.
2. Enter your Email address.
3. Enter your Password.
4. Click Log In.
5. If two-factor authentication (2FA) is enabled on your account, you will be prompted to enter your TOTP code from your authenticator app. Enter the 6-digit code and click Verify.

Method 2: OTP Login

For users who prefer passwordless authentication, Udyamo HRMS supports one-time password (OTP) login.

1. Navigate to the login page.
2. Click Login with OTP (or the equivalent link).
3. Enter your registered Email address or Mobile Number.
4. Click Send OTP.
5. Check your email or phone for the one-time code.
6. Enter the OTP in the verification field.
7. Click Verify & Log In.

Tip: OTP codes are typically valid for 5-10 minutes. If the code expires, click Resend OTP to receive a new one.

Note: OTP login must be enabled by your organization's administrator. If you do not see the OTP login option, contact your HR admin.

Method 3: Google OAuth2 (Sign in with Google)

If your organization uses Google Workspace, you can log in with your Google account.

1. Navigate to the login page.
2. Click the Sign in with Google button.
3. Select your Google Workspace account (or enter your Google email).
4. Grant the requested permissions if prompted (first-time only).
5. You will be redirected to your Udyamo HRMS dashboard.

Note: Google OAuth2 login must be configured by your organization's administrator. The email address on your Google account must match the email registered in Udyamo HRMS.

Method 4: Azure AD Single Sign-On (SSO)

For organizations using Microsoft 365 / Azure Active Directory, Udyamo HRMS supports Azure AD SSO.

1. Navigate to the login page.
2. Click the Sign in with Microsoft button.
3. Enter your Microsoft 365 credentials if prompted.
4. Complete any multi-factor authentication required by your Azure AD policy.
5. You will be redirected to your Udyamo HRMS dashboard.

Note: Azure AD SSO requires configuration by both your Udyamo HRMS administrator and your Azure AD administrator. See Chapter 45: Single Sign-On for setup instructions.

Login Methods Comparison

Accepting an Employee Invitation

If your organization already uses Udyamo HRMS, an administrator or HR manager can invite you by email. You will receive a token-based invitation link.

Step-by-Step: Accept an Invitation

1. Check your inbox for an email from Udyamo HRMS with the subject "Invitation Instructions" (or similar).
2. Click the Accept Invitation link in the email.
3. You will be taken to a setup page where you need to create your password.

4. Click Set My Password (or the equivalent button).
5. You will be logged in and redirected to your dashboard.

Warning: Invitation links are single-use and time-limited. If your link has expired, ask your HR admin to resend the invitation from Settings > Employees.

Tip: After accepting your invitation, you can also set up Google or Azure AD login if your organization has configured these options. Go to your profile settings to link your account.

Resetting a Forgotten Password

If you forget your password, you can reset it through the self-service password recovery flow.

Step-by-Step: Reset Password

1. Navigate to the Udyamo HRMS login page.
2. Click the Forgot Your Password? link below the login form.
3. Enter your registered Email address.
4. Click Send Reset Instructions.
5. Check your inbox for a password reset email.
6. Click the Change My Password link in the email.
7. Enter your new password and confirm it.
8. Click Change Password.
9. You will be redirected to the login page. Log in with your new password.

Warning: The password reset link expires after a limited time (typically 6 hours). If it expires, repeat the process to request a new link.

Tip: If you use Google OAuth2 or Azure AD SSO, you typically do not need a Udyamo HRMS password. However, having one set serves as a fallback in case SSO is temporarily unavailable.

Two-Factor Authentication (2FA)

Udyamo HRMS supports Time-based One-Time Password (TOTP) two-factor authentication for an additional layer of security.

How 2FA Works

When 2FA is enabled on your account:

1. You log in with your email and password as usual.
2. After entering valid credentials, you are prompted for a 6-digit TOTP code.
3. Open your authenticator app (such as Google Authenticator, Microsoft Authenticator, or Authy) and enter the current code.
4. Click Verify to complete login.

Note: 2FA setup and enforcement are covered in detail in Chapter 44: Two-Factor Authentication & OTP.

First Login: What to Expect

After your first successful login, what you see depends on your role:

For Organization Creators (Admins)

• You land on the Dashboard at the root path /.
• A setup wizard or checklist may appear to guide you through initial configuration.
• Your first task should be completing the First-Time Setup Checklist.

For Invited Employees

• You land on the Dashboard showing your personal summary.
• You may see prompts to complete your profile (personal details, bank information, emergency contacts).
• Review your assigned department, designation, and reporting manager.

Troubleshooting Login Issues

Tips & Best Practices

Tip: Bookmark the Udyamo HRMS login page in your browser for quick access. If your organization uses SSO, bookmark the SSO-enabled login URL.

Tip: Enable two-factor authentication as soon as possible, especially for administrator accounts. This significantly reduces the risk of unauthorized access.

Warning: Never share your password or OTP codes with anyone, including people claiming to be from Udyamo support. Legitimate support staff will never ask for your password.

Tip: If your organization has multiple entities, you may belong to more than one Udyamo HRMS organization. After logging in, use the organization switcher in the top navigation to move between them. See Chapter 3: Your Dashboard for details.

Quick Reference