iTechGuides is reader-supported. When you buy through links on our site, we may earn an affiliate commission. As an Amazon Associate I earn from qualifying purchases. Learn more
Using an employee’s date of birth to unlock an emailed payslip PDF is convenient, but it is not a secret people can safely assume only the employee knows. If someone can also access the employee’s email, that person may be able to open the attachment. A first-person account describing this risk is a reported experience, not an independently verified incident; payroll vendors do document date-of-birth password options, alongside custom passwords and employee self-service.
How a date of birth can expose an emailed payslip
The article behind this topic recounts payslips sent as PDF email attachments, with each employee’s date of birth used as the password. Its author describes a separated partner accessing an employee’s shared mail client and knowing her date of birth. That combination allowed the partner to open the attachment, according to the account.
This is the author’s report, not an independently confirmed security incident. It illustrates a specific weakness in the setup: the PDF password did not provide an independent barrier if someone already had access to the email and knew the employee’s birth date. A date of birth may be known to household members or other people in an employee’s circle; it should not be treated as a secret unique to that employee.
What’s actually slowing this PC down?
Pick the symptom - the matching free tool is one click away.
Payroll systems document DOB-based password options
Vendor help pages show that date-of-birth passwords are available in several payroll configurations. These examples establish that the options exist, not how often employers select them.
#1 Best Overall
- POWERFUL SECURITY KEY: The Security Key C NFC is the essential physical passkey for protecting your digital life from phishing attacks. It ensures only you can access your accounts.
- WORKS WITH 1000+ ACCOUNTS: Compatible with Google, Microsoft, and Apple. A single Security Key C NFC secures 100 of your favorite accounts, including email, password managers, and more.
- FAST & CONVENIENT LOGIN: Plug in your Security Key C NFC via USB-C and tap it, or tap it against your phone (NFC) to authenticate. No batteries, no internet connection, and no extra fees required.
- TRUSTED PASSKEY TECHNOLOGY: Uses the latest passkey standards (FIDO2/WebAuthn & FIDO U2F) but does not support One-Time Passwords. For complex needs, check out the YubiKey 5 Series.
- BUILT TO LAST: Made from tough, waterproof, and crush-resistant materials. Manufactured in Sweden and programmed in the USA with the highest security standards.
- Staffology Payroll: Its help page, last updated 22 September 2026, documents emailed PDF password choices including initials plus date of birth, National Insurance number, or a custom password. Staffology says password details should be sent separately from the payslip and advises against reusing a password from another website. It describes a custom password with numbers and special characters as stronger guidance from the vendor, not as a comparative test result. Staffology: Password protect payslip emails.
- Xero UK: Xero Central documents a password made from the employee’s first and last initials in uppercase followed by the date of birth in numbers. The help page surfaced without a stated publication or update date. Xero Central: Email payslips in the UK.
- SimplePay Ireland: Its help page documents date of birth in YYYYMMDD format for emailed PDF payslips and also describes releasing payslips through employee self-service. No publication or update date is stated on the page. SimplePay Ireland: Payslips.
- SimplePay Singapore: Its employee help page likewise documents YYYYMMDD DOB passwords for PDF email attachments and explains that administrators can enable self-service access. No publication or update date is stated on the page. SimplePay Singapore: Payslips.
How employers can compare delivery controls
No single delivery method is established by these vendor pages as safest in every workplace. Employers need to assess how the secret is obtained, where the payslip is exposed, how access is recovered, and whether employees can use the process reliably.
| Delivery approach | What the sources establish | Questions to assess |
|---|---|---|
| DOB-derived password on an emailed PDF | Staffology, Xero UK, and SimplePay pages document password configurations based on date of birth, sometimes combined with initials or a format rule. | Could someone who knows the employee’s personal details and can access their email open the attachment? Is the password predictable from information already held or known by others? |
| Custom password on an emailed PDF | Staffology documents a custom-password option and recommends not reusing passwords from other websites. It says password details should be sent separately from the attachment. | How is the password delivered and kept separate from the payslip? Can employees use the format consistently without sending the secret alongside the document? |
| Employee self-service | SimplePay Ireland and Singapore document self-service access; their pages do not provide a comparative security audit against attachments. | How is the employee authenticated? What account recovery process and identity checks apply? Who can administer or revoke access? |
Use those questions to inspect the employer’s actual vendor configuration and procedures. The cited help pages do not establish how account recovery works across these products, nor do they show that a portal is automatically safer than an emailed attachment. Email access, authentication, recovery, and access administration all matter.
Quick Recap
Rank #4
- FIDO-ONLY FUNCTIONALITY: Supports FIDO2 (passkeys) and FIDO U2F protocols for passwordless and second-factor authentication. Does not support OTP, TOTP, Smart Card (PIV), or other advanced features - upgrade to YubiKey 5 Series for extended functionality
- SECURE AND CONVENIENT: Passwordless MFA login with the YubiKey Bio authenticator and biometric information using a fingerprint, with a PIN as a fallback. Simply plug in via USB and use your fingerprint to authenticate
- DEVICE & OS COMPATIBILITY: Compatible with Windows, macOS, ChromeOS, and Linux. Works seamlessly with supported services like Google and Microsoft accounts, and major password managers. See the full compatibility list at "Works With YubiKey"
- DURABLE & RELIABLE: Resistant to tampering, water, and crushing. No batteries or network connectivity required, offering dependable authentication without any downtime. Securely manufactured in USA & Sweden
- Yubico Authenticator App - Fingerprint enrollment, passkey management and PIN configuration available via the app app - Upgrade to YubiKey 5 Series to generate one-time-passwords (OTP) via Yubico Authenticator and for advanced compatibility (OATH, PIV)
Rank #2
- Requires 3 "AAA" batteries (included)
- Unit auto-locks for 30 minutes after 5 consecutive incorrect PINs
Practical safeguards for payroll teams
- Review the current setting. In the payroll system, identify whether payslip PDFs are emailed, whether they require a password, and exactly how that password is generated.
- Do not treat a DOB as a confidential credential. If a password-protected attachment remains in use, assess whether a separate custom password is feasible rather than relying on a date of birth or other personal identifier.
- Keep the secret separate from the payslip. Staffology specifically recommends sending password details separately. Do not place the password in the same message as the attachment.
- Assess employee self-service as an option. Check the portal’s authentication, account recovery, and administrator access controls in the employer’s own configuration; the cited pages do not rank those controls.
- Test the employee experience. Confirm that recipients understand the password format or portal sign-in and can recover access through a safe, workable process. Poorly communicated instructions can undermine an otherwise sound delivery choice.
What employees can do if their payslip uses a DOB password
- Ask payroll or HR whether the password is derived from personal information and whether another delivery option is available.
- Protect access to the email account and devices where payslips are received, especially when devices or mail clients are shared.
- If a password must be sent by email, check that it arrives separately from the payslip attachment, as Staffology advises.
- Use the employer’s official payroll or HR contact to resolve access problems rather than sending personal details or passwords in response to an unverified message.
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
Recommended Free Tools
