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Enabling Two-Factor Authentication (2FA): a step toward a more secure account

Updated

In this article, you’ll learn how to set up and use two-factor authentication (2FA), including without a smartphone, and what to do if you lose access to your authentication app. AdminPulse administrators will also learn how to make two-factor authentication mandatory and check which employees have enabled it.

👉 Do you sign in using single sign-on (SSO)? Your organization’s SSO provider, usually Microsoft Entra ID, manages the additional verification. The instructions in this article apply to users who sign in with an email address and password.

Why use two-factor authentication (2FA)?

Two-factor authentication (2FA) adds an extra layer of security to your AdminPulse account. In addition to your password, you need a verification code from an authentication app. This helps protect your account even if someone knows your password.

To sign in with two-factor authentication:

  1. Enter your email address and password.
  2. Then enter the verification code from your authentication app.

How do you enable two-factor authentication?

You set up two-factor authentication in My profile. You’ll need an authentication app, usually installed on your smartphone. If you don’t have a smartphone, read how to use two-factor authentication on your computer.

  1. Click the user icon User icon in AdminPulse at the top of the screen and select My profile.
  2. Click Enable two factor authentication.

Enable two factor authentication button in My profile

A QR code appears on the screen.

  1. Scan the QR code with your authentication app. If you can’t scan it, manually enter the setup key shown above the QR code into your app.
  2. In AdminPulse, enter the verification code from your authentication app in the Code field.
  3. Enter your mobile number in the Backup mobile phone number field.
  4. Click Enable two factor authentication.

Screen for setting up two-factor authentication using a QR code

👉 If your employee profile already contains a mobile number, AdminPulse continues to use it for SMS codes, even if you enter a different number in the Backup mobile phone number field. If the existing number is incorrect, ask your AdminPulse administrator to update it.

Two-factor authentication is now enabled. When AdminPulse asks for additional verification, enter your password followed by the code from your authentication app.

💡 Don’t want to enter a verification code every time you sign in? Select Remember for 7 days on the two-factor authentication screen. AdminPulse won’t ask for another verification code in that browser for seven days, even if you sign out during that time.

Set up two-factor authentication when signing in

If your office requires two-factor authentication and you haven’t set it up yet, AdminPulse displays the Setup 2FA screen after you enter your password. You must complete the setup before you can continue.

  1. Install an authentication app if you don’t already have one.
  2. Scan the QR code at the top of the screen with your authentication app. If you can’t scan it, click the here link in the instructions to display the setup key. Enter that key manually in your app.
  3. Enter your mobile number in the Backup phone number field.
  4. In AdminPulse, enter the verification code from your authentication app in the Code field.
  5. Click Continue. AdminPulse then signs you in.

👉 If your employee profile already contains a mobile number, AdminPulse continues to use it for SMS codes. The number you enter in the Backup phone number field does not replace the existing number. If it is incorrect, ask your AdminPulse administrator to update it.

How do you make two-factor authentication mandatory for users who sign in with a password?

As an AdminPulse administrator, you can make two-factor authentication mandatory for everyone at your office who signs in with an email address and password. This setting does not apply to users who sign in using SSO. Their SSO provider manages the additional verification.

👉 As soon as you enable this setting, AdminPulse automatically signs out users who haven’t set up two-factor authentication. They must set it up the next time they sign in. Users who have already enabled two-factor authentication stay signed in.

  1. Go to Settings > General settings > Security.
  2. Select All users should enable two-factor authentication.

Users who still need to set up two-factor authentication see the Setup 2FA screen the next time they sign in. For instructions, see Set up two-factor authentication when signing in.

How do you check an employee’s AdminPulse 2FA status?

Go to Settings > Employees. The 2FA column shows a check mark for employees who have enabled two-factor authentication in AdminPulse. This column is visible by default. If you don’t see it, add it again using Change columns.

👉 The 2FA column only shows whether two-factor authentication is set up in AdminPulse. It does not show whether a user must complete additional verification through SSO.

Which authentication apps can you use?

Here are some authentication apps you can use to scan the QR code and generate verification codes. If you don’t have a smartphone, read how to use two-factor authentication on your computer.

iOS (Apple)

Android

What if you no longer have access to your authentication app?

If you lose your device or can’t access your authentication app, you can request a verification code by SMS. Your employee profile must contain a valid mobile number, and you must be able to receive text messages at that number.

Sign in with a code sent by SMS

  1. On the sign-in page, enter your email address and password.
  2. On the verification code screen, click Request a code via SMS. AdminPulse sends a temporary verification code to the mobile number in your employee profile.
  3. Enter the code you received to sign in.

After you successfully sign in with an SMS code, you receive a confirmation email.

👉 If you receive this confirmation email but didn’t sign in yourself, change your password immediately and set up two-factor authentication again.

Option for requesting a verification code by SMS

👉 Check that the number in the Mobile field of your employee profile is correct. If it isn’t, ask your AdminPulse administrator to update it.

Set up two-factor authentication again on your device

If you have a new device or authentication app, sign in with an SMS code and set up two-factor authentication again:

  1. Click the user icon at the top of the screen and select My profile.
  2. Click Disable two factor authentication and enter your password to confirm.
  3. Click Enable two factor authentication. If AdminPulse signs you out after you disable it because two-factor authentication is mandatory, sign in again to open the Setup 2FA screen.
  4. Scan the new QR code with your authentication app and follow the instructions on the screen.

For more information about the Setup 2FA screen, see Set up two-factor authentication when signing in.

💡 Does AdminPulse appear twice in your authentication app after you set it up again? Delete the old entry. Only the verification codes from the new entry will work.

What if you cannot sign in by SMS?

If you can’t access your authentication app and can’t receive an SMS code, ask an AdminPulse administrator at your office to reset your two-factor authentication.

If you’re an administrator, follow these steps to reset it:

  1. Go to Settings > Employees.
  2. Open the relevant employee’s profile.
  3. Click Reset two factor authentication.

👉 Use the Reset two factor authentication button in the employee profile. The lock icon in the Reset column of the employee overview sends a password reset email. It does not reset two-factor authentication.

After the reset, AdminPulse signs the employee out and sends them an email. The employee then sets up two-factor authentication again:

  • If two-factor authentication is mandatory, the employee must set it up the next time they sign in, on the Setup 2FA screen.
  • If two-factor authentication is not mandatory, the employee can set it up in My profile.

If you also work in another AdminPulse environment, or if the reset fails, contact AdminPulse Support.

How do you use two-factor authentication without a smartphone?

If you don’t have a smartphone, you can generate verification codes for AdminPulse on your computer. Use a password manager or browser extension that can generate these codes.

Examples of password managers include:

To set up two-factor authentication on your computer:

  1. Install the password manager or browser extension on your computer.
  2. Open the two-factor authentication setup screen:
    • In My profile, click Enable two factor authentication.
    • If two-factor authentication is mandatory and you haven’t set it up yet, use the Setup 2FA screen that AdminPulse displays when you sign in.
  3. Enter the setup key provided by AdminPulse in your password manager or browser extension. In My profile, the key appears above the QR code. On the Setup 2FA screen, first click the here link in the instructions to display the key.
  4. In AdminPulse, enter the verification code from your password manager or browser extension in the Code field, then follow the instructions on the screen.

When AdminPulse asks for a verification code during sign-in, get it from your password manager or browser extension.

👉 To set up two-factor authentication, you need a verification code from an authentication app, password manager or browser extension. You can only sign in with an SMS code after two-factor authentication has been set up.

💡 Good to read

  • Is your 2FA code not working? First check whether your phone sets the time automatically. Authentication apps need the correct time to generate valid codes.

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