Welcome to HelloHero!
Your Guide to Getting Your Tech Set-Up
April 21, 2022
This guide will help get your computer setup to quickly access HelloHero’s chosen programs:
Introduction
What is Rippling?
Rippling is the employee management system that HelloHero uses to maintain employee information and process key employee-related tasks, from payroll and benefits to computers and applications.
Single Sign-On Apps
Rippling connects employees to many systems that HelloHero uses through an easy-to-use ‘Single Sign On’ process. Once logged into Rippling and on the RIppling home page, employees can access other sites by clicking on their respective icons in the Single Sign On section at the top of the page.
Watercooler
Rippling has a Water Cooler page that serves as a connector to HelloHero. On this page you can see who has started with HelloHero, who is having a birthday or anniversary, use the Water Cooler to make shoutouts and share information, see who is out of the office, and find resources about working at HelloHero.
“Employee Home” Installation and Using Google Authenticator:
Employee Home is a Google Chrome extension, or application. Think of it like an internal “bulletin board”. It's your hub for your single-sign-on apps, it offers secure, private communication with the company, and is where you can share and comment on posts, see birthdays, recent hires, and who's out-of-office. It also shows where to access a bunch of other internal resources. This all happens right when you open a new tab in Google Chrome, which is HelloHero’s recommended browser.
Set up Employee Home
Open up Google Chrome on your computer. You can click here to get the extension.
Click the Add to Chrome button. Then, click the Add Extension button. Now, when you click to open a new tab in Chrome, it should open to Rippling.
Set up multi-factor authentication for Rippling
Rippling utilizes the Google Authenticator app for multi-factor authentication. This adds an additional step for logging in, but greatly reduces the possibility of login information being hacked or compromised. Most people install this on their smartphones. You will be prompted to set up multi-factor authentication when logging into Rippling.
To get the Google Authenticator app follow one of these links, click the magnifying glass to search and type Google Authenticator. This is a free app.
Open the Google Authenticator application on your phone, and click the “+” button on the bottom right. Choose “scan QR code” and use it to scan the barcode on the screen.
Note: you will need to allow camera access to scan the QR code
Once your Rippling account is paired to Google Authenticator, type in the 6 digit code in the One-time code box
Note: the code changes every 60 seconds
If Rippling signs you out of a device and asks for the one-time code in the future, simply open the Google Authenticator app and type in the code.
Did you know? Rippling has a mobile app as well. You can follow this Same process to log into the app on your phone or tablet if prompted
Mobile App
Here are the functions you can perform using Rippling's mobile app:
View company directory: Find contact information for all of your colleagues and connect with them right from the app.
Employee profile: View and make changes to your personal information (e.g., preferred name, address, phone number) right from your mobile device. You can also view, upload, or download documents like your offer letter, I9 documents, employee handbook, etc.
Payroll: View pay stubs and year-end tax documents (i.e., W2s and 1099s), or update payment information and tax withholding details.
Time off: View pending and processed requests, or request time off.
Time & Attendance: If your company uses Rippling T&A, clock hours using your mobile time clock on the mobile app.
LMS: If your company uses Rippling Learning Management, take a course via the mobile app and view your certificates.
Set-Up
Rippling Desktop
I received my invite from Rippling. What should I do next?
Once your Administrator, Katherine Daskivich, invites you to join the Rippling platform, you will receive an email with a unique link to create your Rippling account and complete your onboarding. Be sure not to share the link with anyone else as it is unique (just like you!)
Sender: [email protected]
Subject: {Company Name} - action required
Step 1: Create your account and login to Rippling for the first time
Once you have clicked the unique sign-in link you will be taken to a login page and asked to create account credentials
You’ll notice that Rippling asks for your personal email address when setting up your account for the first time. Rippling asks for your personal email so that if your work email becomes deactivated for any reason, you're still able to use your personal email address to log into Rippling to access important information like historic paystubs, W2s, and COBRA elections.
Once you've entered your personal email address during account setup, you can log into Rippling with either your work email or personal email.
Note: If you already have a Rippling account through a previous employer, please click the "Login" link on this page and log in with your existing Rippling credentials. This will link your new account with your old account, allowing you to access records for both through the same login.
Step 2: Complete your profile
Once you log in, you'll automatically start the existing employee set-up flow. The first step will be to confirm your demographic information like your name, address, date of birth, and SSN. Next, you will enter information like your emergency contact, dietary restrictions, or any other custom information your employer wants to collect from you.
The next step is to input payroll information like your direct deposit(s) and tax withholding forms. If you are unsure how to fill these out, please check out this article from the IRS on the updated W-4 form. You can also log in to your current payroll provider to see what your elections are.
Mobile App Set-Up
You've created your account with Rippling -- welcome! Next, we recommend that you download the Rippling mobile app so you can take advantage of features and functionality on the go.
What's available on the Rippling mobile app
Here are the functions you can perform using Rippling's mobile app:
View company directory: Find contact information for all of your colleagues and connect with them right from the app.
Rpass: If your company integrates with RPass, use the saved and shared passwords in your personal and company vault to access third-party apps.
Employee profile: View and make changes to your personal information (e.g., preferred name, address, phone number) right from your mobile device. You can also view, upload, or download documents like your offer letter, I9 documents, employee handbook, etc.
Payroll: View pay stubs and year-end tax documents (i.e., W2s and 1099s), or update payment information and tax withholding details.
Time off: View pending and processed requests, or request time off.
Time & Attendance: If your company uses Rippling T&A, clock hours using your mobile time clock on the mobile app.
LMS: If your company uses Rippling Learning Management, take a course via the mobile app and view your certificates.
For any Rippling actions not listed above, like enrolling in insurance coverage or managing flex benefits, please use the Rippling website.
For Apple devices, download Rippling from the Apple App Store.
For Android devices (e.g., Samsung, HTC, Motorola, Google Pixel), download Rippling from the Google Play Store.
Enable Screen Sharing
How to prepare for your first day:
Have Chrome installed on your Windows or macOS system (and know your administrator password),
For Apple / Mac users: Enable screen recording permission for Chrome on macOS
1. Select the Apple menu (in the upper left corner of the screen).
2. Choose System Preferences (Figure B).
Figure B
Select the Apple Menu, then System Preferences.
3. Select Security & Privacy (Figure C).
Figure C
Select Security & Privacy.
4. You may need to unlock before you change settings. Select the lock (Figure D, in the lower left corner), then a message and a prompt will display. Sign in, either with TouchID or with your system administrator account name and password.
Figure D
Select the lock to allow changes, then authenticate either with TouchID or with an admin account and password.
5. Make sure the Privacy button is selected (from the tab across the top of the options), then scroll down and select Screen Recording (from the left menu).
6. In the box to the right, scroll until Chrome is displayed, then select the box to allow screen sharing (Figure E).
Figure E
Scroll down to Screen Recording, select it, then check the box next to Google Chrome (to the right).
7. If Chrome is open, you may be notified that the setting will be applied only after Chrome quits (Figure F). Choose either Later or Quit & Reopen. I recommend Quit & Reopen.
Figure F
If Google Chrome is active, you’ll need to quit and then restart it before you present.
(When you restart Chrome, you’ll need to re-join your Google Meet session, as well, if you were in the middle of a meeting when you made this change.)
8. Select the lock (in the lower left corner) to secure your settings.
After you’ve made the above changes, you may present from Google Meet in Chrome on your Mac. While in a meeting, select the Present Now icon (displays like a box with an arrow pointing up in it) at the bottom of your screen, then choose one of three options: Your Entire Screen, A Window, or A Tab.
Employee Profile Updates
I need to update information on my employee profile. How can I do this?
Sometimes, things change. And we want to make implementing those changes as easy as possible for you by putting the power in your hands. Updating personal information in Rippling is quick and simple using the instructions below.
Log in to your Rippling account
Click on your name in the upper right corner of your profile.
Click My Profile > Personal Information.
Click Edit on the top right, make the changes you need to make and click Save Changes.
Time-Off Requests
Employees who are assigned a leave policy can request time off from the Request tab of their Time Off app in Rippling (visit this page to explore all the features of your Time Off app).
How to request time off:
From the Rippling Dashboard, open the Time Off app.
The app will show your balance of hours remaining, pending approval, scheduled, and taken for the year under the My Overview tab.Select Request Time Off in the upper right-hand corner. Enter the dates and a reason for your time off.
Save. Your manager will receive an email to approve or deny your request. If you don't have a direct manager, your company admins will receive the email.
You'll receive an email informing you once your manager or admin approves/denies the request.
How to request time off via the Rippling mobile app:
Open the Rippling app on your mobile device.
Tap the Apps icon> Time Off > Request Time Off.
Fill in the request > Save.
FAQs
Why can't I submit my time off request?
You can't request time off if you have zero hours, or fewer hours in your available balance than the time requested (today or projected in the future).
Some companies allow employees to take time off, even if they don't have enough in their available balance.
If an employee doesn't have enough available time in their balance, an admin can override on behalf of the employee.
You can't submit a time off request that overlaps existing time off.
For example, if you already have Monday-Friday off, you can't submit a request to take Thursday-Sunday off.
Can I submit a time off request in the past?
You can submit retroactive time off requests, but it's important to let your manager or company admin know if payroll adjustments should be made.
What if I submitted a time off request that I no longer need?
You can click Cancel next to a submitted or approved time off request up until the start date of your time off / leave.
Clocking Hours in Time & Attendance
In Rippling's Time & Attendance (T&A) app, you can track your work hours, review past time cards, and see your hours' approval status.
Depending on your company's time tracking policies, you can track your hours worked in a few different ways:
Rippling browser app (app.rippling.com)
Troubleshooting
Support with Rippling
Where do I go for support for my Rippling account?
Rippling is designed to be as self-serve as possible! In addition, check out the Employee Resources section of our Help Center for details on completing tasks in your profile related to payroll, insurance, taking time off, and maintaining your data. If you need further assistance, contact your Rippling Administrator, Katherine Daskivich.
Password Reset
If you forget your Rippling password, you can reset it from the sign-in page:
Navigate to rippling.com, then click Login on the top right.
Click the Reset password link.
Enter the email address or phone number associated with your Rippling account, and click Reset.
Check your email or phone for a link to reset your password.
Tip: If you're an active employee, you can reset your password using either your personal email address or your work email address associated with your Rippling account. If you're not an active employee, you can reset your password using your personal email address.
If you have further issues resetting your password, please reach out to your company administrator. Rippling Support cannot reset your password.
Time & Attendance App
My Rippling Time & Attendance app isn't working
If you ever run into problems while using the Rippling mobile app, we recommend taking the following steps before touching base with your manager or company HR contact.
Download the correct Rippling mobile app
Note: There are two Rippling apps “Rippling - Simplify HR & IT” and “Rippling - Time Clock”. Please make sure you’re downloading “Rippling - Simplify HR & IT”, this is the
Make sure your Rippling app is updated
The Rippling team will periodically release updates to the app to fix bugs and improve the quality of the app. To check if you’re using the latest version of the Rippling app, take these steps:
iOS | Android |
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Uninstall and reinstall the Rippling app
This ensures that you’re getting the most updated version of the app.
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Can’t see Time & Attendance on the Rippling mobile app?
Employees:
After opening the mobile app click the Apps tab
If you don't see a card called Time and Attendance please reach out to your manager or Rippling admin to have them follow the instructions below.
For Rippling admins:
On a web browser (e.g. Chrome, Firefox), log in to your Rippling admin account.
From the sidebar, open the Time & Attendance app.
Click Policies > Time Policies > Edit policy > Continue > Make sure that Smartphone is checked > Save changes.
This will allow employees to clock in using the mobile app
Account Blocked
I got an email that my account is blocked. What should I do?
If you receive an email that your Rippling account is blocked, this means that your company is using behavioral detection rules (BDR) within Rippling. BDRs provide your company with important tools so they can be confident that all of the sensitive data they manage on Rippling -- including payroll, benefits administration, passwords, etc -- stays secure. If you've triggered a BDR that blocks your account access, you'll receive an email similar to this one.
All super and full admins at your company will also receive an email that will prompt them to review the details of the triggered rule, confirm that your account is not actually compromised, and unblock the account. If you have questions or need further assistance, reach out to your company admin.
Windows Troubleshooting Tips
Clear Cache & Cookies
When you use a browser, like Chrome, it saves some information from websites in its cache and cookies. The cache remembers parts of pages, like images, to help them open faster during your next visit. Clearing them fixes certain problems, like loading or formatting issues on sites.
What happens after you clear cache and cookies:
Some settings on sites get deleted. For example, if you were signed in, you’ll need to sign in again. If you turn sync on in Chrome, you’ll stay signed into the Google Account you’re syncing to in order to delete your data across all your devices. Some sites can seem slower because content, like images, needs to load again.
How to clear cache and cookies:
Computer, Android, iPhone & iPad
In Chrome
On your computer, open Chrome.
At the top right, click More .
Click More tools Clear browsing data.
At the top, choose a time range. To delete everything, select All time.
Next to "Cookies and other site data" and "Cached images and files," check the boxes.
Click Clear data.
In other browsers - If you use Safari, Firefox, or another browser, check its support site for instructions.
Macs using shortcuts
1. Press shift-command-G with your Finder window open.
2. Enter the following command into the search box: ~/Library/Caches.
Enter the above command to open your cache folder. Devon Delfino/Business Insider
3. Click "Go." This will bring you to the folder that contains all of your Mac's cached files.
4. Press command-A to select all folders.
5. Click command-delete.
6. You'll get a pop-up asking to confirm that you want to delete all of those files, and you'll need to enter your Mac's password to complete the action.
Enter your Mac's password to delete the files. Please note: If you have open windows, you will likely still see a folder in there. Otherwise, it should be completely empty.