How to Enable Two-Factor Authentication (2FA) for Users and User Groups

How to Enable Two-Factor Authentication (2FA) for Users and User Groups


Overview

Two-factor authentication (2FA) adds an extra layer of security to your accounts by requiring not only a password but also a second form of verification, such as a code sent to your phone or generated by an app. This significantly reduces the risk of unauthorised access, protecting sensitive student information from potential breaches. By enabling 2FA, you ensure that even if someone obtains your password, they won't be able to access your account without the second factor, enhancing overall security and safeguarding your data.

Your SMS allows you the option to enable or disable two-factor authentication requirements for your users and user groups, giving you the flexibility manage security of your SMS based on your organisation's policy. 

Let's dive in and learn how to activate this essential feature for your student management system.



Step Tutorial

Enabling Two-Factor Authentication for Individual System Users


To enable 2FA for specific system users only, follow the steps below: 

Step 1. Navigate to People page, add a new user or enter a user name to edit. 

Step 2. In the Access Information section, locate the toggle for Enable Two-Factor Authentication. 



When toggled on, an additional button will display, allowing you to reset the two factor authentication key. 




Step 3. Click Update to save changes. 


Enabling Two-Factor Authentication for User Groups


Two-factor Authentication can be enabled for User Groups instead of specific users only. Enabling 2FA for User Groups  ensures that all users within that group are set-up to use 2FA, increasing the security of your system and reducing manual enabling of 2FA for each individual. 

Note: Two-Factor Authentication for Companies and Students can only be enabled through User Groups. Enabling 2FA for select Company user or Student user is not possible. 


Step 1. Go to Administration > Settings. In the Security section, toggles for enabling 2FA for user groups is displayed. 



There are three User groups available for the Two-Factor Authentication: 

  1. Main Users - enables and requires 2FA for all your internal system users (e.g. Admin and Trainers). 
  2. Companies -  enables and requires 2FA for all users that are Company Contacts. 
  3. Students - enables and requires 2FA for all  Student users

When any of the toggle switch is turned to YES, users within that User group will be required to set up two-factor authentication when they next log in to the SMS. 

The "Reset Two Factor Authentication Key"  button will also display in the following areas for the following users when 2FA is enabled. This will allow system administrators to reset the Authentication Key in the event that a user is having issues with their Authenticator app. 

  1. Main Users - Settings > Details
  2. Students - Students > Select Student > Details > 
  3. Companies: Companies > Select Company > Contacts > Edit Contact Action button. 

Logging in with Two-Factor Authentication


Step 1. Navigate to your site url. 

Step 2. Enter your email and password. Click continue. 

Step 3. If 2FA is enforced for the user, clicking Continue will redirect them the page with a QR code. Additional instruction is also provided here if setting up 2FA for the first time. 


Step 4. Enter the authorisation code provided in the Authenticator app. Click Continue to login to the account. 

Two-factor authentication is a quick and easy way to add a layer of security to your SMS, ensuring your student and organisation's data is safe. 

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