What is two-factor authentication?
Two-factor authentication (also known as 2FA, two-step authentication, multi-factor authentication, and MFA) is an additional step used to strengthen the security of your RotaCloud account. If your employer now requires you to use this, each time you log in you will need to enter your email address, password, and an additional code. This code is generated by an authenticator app, which you will need to download - this app will generate a unique code frequently (normally around every 30 seconds) for you to enter on the RotaCloud login page.
Downloading an authenticator app
You will need to download a third-party authenticator app in order to log in with two-factor authentication enabled. RotaCloud will work with various authenticator apps but we would typically recommend Google Authenticator as a good option; it is free to download and use.
Note: the steps below demonstrate how to set up 2FA using Google Authenticator - other authenticator apps will vary in functionality.
How to set up two-factor authentication on your phone
If your employer has enforced two-actor authentication, you will have been logged out of your account and, when you next go to log in, you will see this message informing you of the change and requiring you to set it up.
Tap 'Next' to be taken to the next page which will prompt you to download an authenticator app - it also has a link to download the Google Authenticator.
Tap 'Next' again then, if you select 'Open authenticator app', your default authenticator will automatically open and show the code under the your email address. Return to your RotaCloud login page and enter the six-digit code from your authenticator and you'll be all set up.
If you choose 'Copy setup key', the RotaCloud code will be copied and you can open up your chosen authenticator. If using Google Authenticator, tap the plus in the bottom of your authenticator app and select 'Enter a setup key'. In the 'Account name' box enter a name (such as RotaCloud) and, in the 'Your key' box, paste the code and tap 'Add'. You should then see a six-digit code under the account name you chose. Head back to your RotaCloud app and enter the six-digit code and you'll be all set up.
How to set up two-factor authentication on desktop
You can complete the RotaCloud setup steps on a desktop but you will also need to use your phone for the Google Authenticator app. If your employer has enforced two-actor authentication, you will have been logged out of your account and, when you next go to log in, will see this message informing you of the change and asking you to set it up.
Open up your Google Authenticator app (log in if you haven't already) and tap the plus icon in the bottom right corner.
You will then have the option to either 'Scan a QR code' or 'Enter a setup key'.
Scanning a QR code
If you select this option, the app will access your phone's camera, hold this over the QR code and your phone will recognise it. Your Google Authenticator app will then show you a code which you simply need to enter on your desktop.
Entering a setup key
If you select this option, you will be asked to enter an 'Account name' (you may wish to call it 'RotaCloud', for example) and then, in the 'Your key' box, type the long code beneath the QR code and tap 'Add'. You will then see a code on your authenticator which you simply need to enter on your desktop.
Logging in going forward
You'll now need to use two-factor authentication every time you log in to RotaCloud. To do this, enter your email address and password as normal then proceed. You'll then be asked for your six-digit authentication code - to access this, simply open up your authenticator app, check the six-digit code currently showing there, head back to. RotaCloud and enter it.
What are recovery codes?
In the event that you lose access to your Authenticator app and cannot log in, recovery codes are used to access your account (allowing you to re-setup 2FA once. you have access). It is important that these are accessed and downloaded/noted as soon as possible to prevent any future access issues you may experience.
To learn more about recovery codes and how to access them, you can take a look at this article.