Organization Profile & Branding

Your organization profile is the identity of your company within Udyamo HRMS. It determines the name displayed on payslips and reports, the logo shown across the platform, and the visual theme of the navigation sidebar. This chapter covers how to configure and update your organization's profile, upload a logo, customize the sidebar color, and manage multi-organization setups.

What You Will Learn

• How to access and update your organization profile
• How to upload and manage your company logo
• How to customize the sidebar color for branding
• How multi-organization support works and how to switch between organizations

Prerequisites

Required: You must be logged in with an Administrator role to modify organization settings.

Required: Complete Chapter 2: Signing Up & First Login before proceeding.

Accessing Organization Settings

1. Log in to Udyamo HRMS.
2. Click Settings in the navigation sidebar.
3. Click Organization from the settings menu.

The Organization settings page displays all configurable fields related to your company's identity and operational parameters.

Organization Name

The organization name is the official name of your company as it will appear throughout Udyamo HRMS.

Where the Organization Name Appears

Updating the Organization Name

1. Navigate to Settings > Organization.
2. Locate the Organization Name field.
3. Enter or update the name.
4. Click Save.

Tip: Use your full legal business name including entity type (e.g., "Pvt. Ltd.", "LLP", "Inc."). This ensures official documents like payslips carry the correct legal entity name.

Warning: Changing the organization name updates it everywhere in the system, including on previously generated reports that are viewed online. However, already-downloaded PDF payslips will retain the old name.

Industry

The industry field categorizes your organization's business sector.

Updating the Industry

1. Navigate to Settings > Organization.
2. Locate the Industry field.
3. Select your industry from the dropdown list or type it in.
4. Click Save.

Common Industry Options

Note: The industry setting is primarily informational and does not affect system behavior or calculations.

Company Logo

The company logo adds brand identity to the Udyamo HRMS interface and official documents.

Logo Requirements

Uploading a Logo

1. Navigate to Settings > Organization.
2. Locate the Logo section.
3. Click the Upload button or drag and drop your logo file onto the upload area.
4. Preview the logo to ensure it displays correctly.
5. Click Save.

Replacing an Existing Logo

1. Navigate to Settings > Organization.
2. In the Logo section, click the Change or Remove button next to the current logo.
3. Upload the new logo file.
4. Click Save.

Tip: Test your logo at small sizes (e.g., 32x32 pixels) to ensure it remains recognizable. The logo appears as a small icon in some areas of the interface.

Warning: Very large image files may slow down page loading for all users. Optimize your logo file size before uploading (aim for under 500 KB).

Where the Logo Appears

Sidebar Color Theme

The sidebar color customization lets you apply your organization's brand color to the navigation sidebar. This is especially useful for organizations managing multiple entities — each can have a distinct sidebar color for quick visual identification.

Changing the Sidebar Color

1. Navigate to Settings > Organization.
2. Locate the Sidebar Color setting.
3. Choose a color using one of these methods:
   • Click a color from the preset palette.
   • Enter a hex color code (e.g., #1a73e8 for a blue, #34a853 for a green).
   • Use the color picker tool if available.
4. Preview the sidebar color change.
5. Click Save.

The sidebar color updates immediately for all users in the organization.

Recommended Sidebar Colors

Tip: Choose a color with sufficient contrast against white text. Very light colors will make sidebar menu items difficult to read.

Tip: If you manage multiple organizations, assign a unique sidebar color to each one. This prevents accidental data entry in the wrong organization.

Multi-Organization Support

Udyamo HRMS supports multi-tenant architecture, meaning a single platform instance hosts multiple independent organizations. A user account can belong to more than one organization.

Common Multi-Organization Scenarios

How Multi-Organization Works

• Each organization has its own isolated data — employees, payroll, leave policies, and settings are completely separate.
• A user's email address is the common identifier across organizations.
• Roles and permissions are assigned per organization — an Admin in one organization may be a regular Employee in another.
• Feature toggles are independent per organization.

Switching Between Organizations

The organization switcher is located in the top menu bar and uses the org_selects component.

1. Click the current organization name displayed in the top menu bar.
2. A dropdown appears listing all organizations associated with your account.
3. Click the organization you want to switch to.
4. The page reloads, and all data now reflects the selected organization.

Warning: Always verify the current organization name in the top menu bar before performing sensitive operations like running payroll or modifying salary structures. Working in the wrong organization is a common and costly mistake.

Adding a User to Multiple Organizations

To add an existing Udyamo HRMS user to a new organization:

1. Log in to the target organization as an Administrator.
2. Navigate to Employees > Add Employee.
3. Enter the user's email address (the same email they use for their other organization).
4. Complete the employee profile for this organization.
5. Send an invitation. The user will receive an email linking them to this additional organization.

After accepting, the user will see the new organization in their organization switcher.

Organization Profile Field Reference

The following table summarizes all fields available on the Organization settings page. Some fields are covered in this chapter; others (work week, timezone, fiscal year) are covered in Chapter 8: Work Week, Timezone & Fiscal Year.

Updating Organization Details

All organization profile changes follow the same workflow:

1. Navigate to Settings > Organization.
2. Modify the desired field(s).
3. Click Save at the bottom of the form.
4. A success notification confirms the changes.

Audit Considerations

Note: Changes to organization settings may be logged in the system audit trail (if available). This helps track who changed what and when, which is useful for compliance and troubleshooting.

Tips & Best Practices

Tip: Set up your organization profile completely before inviting employees. The logo and organization name create a professional first impression when employees receive their invitation emails and log in for the first time.

Tip: Export or screenshot your current organization settings before making significant changes. This gives you a reference point if you need to revert.

Warning: The organization name should match your legal entity name exactly. Mismatches between the HRMS organization name and official documents can cause confusion during audits.

Tip: When choosing a sidebar color, test it on both desktop and mobile browsers to ensure readability. Some colors that look good on a large screen may be harder to read on smaller devices.

Tip: If you operate in multiple states in India, consider using the organization profile to represent your primary registered office. Individual office locations with state-specific settings (like Professional Tax numbers) are managed separately in Chapter 7: Offices & Locations.

Quick Reference