UKG Manager Resetting Employee Passwords

Guide for Managers & Admins covering Reset of employee passwords via Menu > Team > HR > Employee Maintenance > Password Reset. Employees receive an email, sign in at the company URL to change their password, and you can also clear authenticator app settings if needed.

1. Resetting Employees' Passwords

2. Employee's Logging in for the First Time or with a Reset Password

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1. Resetting Employees' Passwords

1. Click Menu (top left), Team> HR > Employee Maintenance > Password Reset:

2.  Click the lookup icon to select the employee(s) who need their password reset.

3. Check the box next to the employees’ name(s) who need their password reset, then click the Apply button at the bottom 

   

4. Click the Reset Password   in the top right

   

5. You will receive confirmation that the password has been reset: 

   

   1. The employee’s password will be reset, based on company-level authentication policies. 
      1. Based on the company-level authentication policies per the level (Low, Medium, High) the settings can use one of three options (Password Builder, Random, or Custom). 
         1. Password Builder: is the primary option in Manager Password Reset for Low, Medium, and High Authentication Policies. It displays employee-specific tags for selection; chosen tags auto-populate the password field. Users can add alphanumeric or special characters alongside tags. At least one tag is mandatory when this option is enabled, ensuring customized passwords meet minimum policy requirements.
         2. Random: Will generate a new password with each instance. The system matches and enforces the password policy, including the minimum password length and complexity requirements. The minimum password length is 8 characters or what is set in the Minimum Password Length drop-down field (if a minimum over 8 characters is set). 
         3. Custom: Select to set a user-defined password. The system matches and enforces the password policy, including the minimum password length and complexity requirements. The minimum password length is 8 characters or what is set in the Minimum Password Length drop-down field (if a minimum over 8 characters is set).
      2. Depending on your setup, you could have Random selected and Custom. 
         1. The system will then generate the Randomly Generated Password. 
            1. The employee would then receive an email notification letting them know that their password has been set up and what the randomly generated Password is. 
               1. Note that the Notification for 'Password Reset' would already need to have been configured with the 'Tag' in the email that will show the system's Randomly Generated Password to the employees to use when they log in. 
   2. When the employee goes to the login screen, they will enter their username and the Randomly Generated Password from the email they received after the manager resets their password. will be forced to change their password upon first login. 

Only complete this next step if the employee does not have access to either the Text Message, Phone, or Email they previously set up. Once you complete this step, all "Remembered" computers will be forgotten, and the employee will have to authenticate all terminals again.

1.  Go to Menu > Settings > Mass Edit > Mass Edit Profiles. 
2.   Click the checkbox to the left of the employee(s) names, then click the Mass Edit button on the top right.

3. Within the Misc. Fields widget, select the checkbox for 'Clear Authenticator App Configuration', then click Apply Changes on the top right.

4. A pop-up message will display. Click OK to clear the selected employee(s) Authenticator App Configuration.

   

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2. Employee's Logging in for the First Time or with a Reset Password

1. Employees may need to close their internet browser completely (ALL Windows) before logging in after a reset due to locking their account. 
2. Go to your company's custom URL: https://secure2.saashr.com/ta/Shortname.login
   1. Your "Shortname" = 
3. Enter Username and Password
   1. With the reset password, the employee would use the Randomly Generated Password. 

4. Enhanced Password Requirements: 
   1. At least 8 Characters Long 
   2. Upper Case Letter
   3. Lower Case Letter
   4. Number 
   5. Symbol
      1. An Example that meets those requirements: 1Love-IceCream!
5. With the employee using the Randomly Generated Password, they would use this in the Password field and click Sign In. 
   1. On the next screen, the employee will be prompted to enter that same Randomly Generated Password under Old Password, then they will create a New Password and Confirm New Password. 

6. The employee will receive a follow-up email letting them know that their password has been changed, and if they have not made this change, to reach out to their administrator.