GEMS HR

Setting Up GEMS HR helps organisations create their HR workspace and configure administrator access. During setup, an administrator registers the organisation, creates an admin account, verifies the credentials, and signs in to begin managing employees, departments, roles, and other HR operations. Employee users can later create or activate their own accounts to access the Employee Portal.

Purpose

The setup process enables you to:

• Register a new organisation in GEMS HR.
• Create an administrator account.
• Set up an HR workspace.
• Securely access the HR Admin Portal.
• Allow employees to access the Employee Portal.
• Recover account access using password reset options when required.

Prerequisites

Before starting the setup, ensure you have:

• Company or organisation name
• Valid administrator email address
• Administrator contact details
• Internet connection
• Supported web browser

Register Your Organisation

To create a new GEMS HR workspace:

1. Open the Register Organisation page.
2. Enter the Company Name.
3. Review the automatically generated Organisation Slug.
4. Select the appropriate Subscription Plan.
5. Enter the administrator’s full name.
6. Enter the administrator’s official email address.
7. Create and confirm a secure password.
8. Submit the registration form.
9. The system creates the organisation workspace and administrator account.
10. You can now sign in using your organisation slug and administrator credentials.

Sign In as an Administrator

After registration:

1. Open the HR Admin Portal.
2. Enter the Organisation Slug.
3. Enter your registered email address.
4. Enter your password.
5. Click Login.
6. Upon successful authentication, you are redirected to the Admin Dashboard, where you can manage employees, departments, locations, managers, and other HR settings.

Employee Sign In

Employees can access the Employee Portal after receiving or creating their accounts.

1. Open the Employee Portal.
2. Enter your registered login credentials.
3. Click Login.
4. After successful authentication, you are redirected to the Employee Dashboard.

Employee Registration

If employee self-registration is enabled:

1. Open the Employee Sign-Up page.
2. Enter your name.
3. Enter your official email address.
4. Enter your phone number (if required).
5. Create and confirm your password.
6. Submit the registration form.
7. Sign in using your newly created credentials.

Forgot Password

If you forget your password:

1. Click Forgot Password on the login page.
2. Enter your registered email address.
3. Complete email or OTP verification (if applicable).
4. Follow the password reset instructions.
5. Create a new password.
6. Sign in using the updated password.

First Login

After signing in successfully, administrators can:

• Manage employees.
• Configure departments and organisational structure.
• Manage locations and reporting managers.
• Configure user roles and permissions.
• Access HR administration features.

Employees can:

• View their dashboard.
• Access HR self-service features.
• Update personal information (based on permissions).

Common Login Issues

Issue	Resolution
Invalid Organisation Slug	Verify that the Organisation Slug is entered correctly.
Incorrect Email or Password	Check your credentials or use Forgot Password.
Account Not Registered	Complete the registration process before attempting to log in.
Password Reset Email Not Received	Check your spam folder or request another reset email.
Access Denied	Contact your HR administrator to verify your account status.

Security Best Practices

• Use a strong and unique password.
• Keep your login credentials confidential.
• Do not share administrator accounts.
• Sign out after completing your work, especially on shared devices.
• Change your password periodically for improved security.

Next Steps

After successfully setting up GEMS HR, continue with the following guides:

1. Dashboard Overview
2. Employee Management
3. Department Management
4. Attendance Management
5. Leave Management
6. Payroll
7. Performance Management
8. Reports and Analytics

These guides explain how to configure and use each module within GEMS HR.