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Setting Up Two-Factor Authentication (2FA) in Workforce

Learn how to enable, manage, and troubleshoot two-factor authentication (2FA) in Workforce, including backup verification and organisation-wide enforcement.

Whats covered in this guide?:

Overview

Two-factor authentication (2FA), also known as multi-factor authentication (MFA), adds an extra layer of security to your Workforce account.

Once enabled, users will log in using:

  • Their password

  • A unique verification code generated by an authenticator app or sent via email

This helps protect sensitive employee and business data by making it significantly harder for unauthorised users to access accounts.

Enable Two-Factor Authentication (2FA)

To enable 2FA in Workforce:

  1. Log in to your Workforce account.

  2. Navigate to My Profile.

  3. Select Enable Two-Factor Authentication.

  4. Download an authenticator app if you do not already have one installed.

    Recommended apps include:

    • Google Authenticator

    • Microsoft Authenticator

  5. Scan the QR code displayed on screen using your authenticator app.

  6. Enter the 6-digit verification code generated by the app.

  7. Select Enable to complete setup.

  8. You will see a message confirming that you have enabled two-factor authentication, along with the option to disable it in the future if necessary.

Once enabled, Workforce will require a verification code whenever you log in on desktop or mobile.

Important: Keep your authenticator app installed on your device. If you lose access to the app, you may need to manually reconfigure authentication.

Log In With Two-Factor Authentication

After entering your username and password, Workforce will prompt you to enter a 6-digit verification code.

To log in:

  1. Open your authenticator app.

  2. Locate the Workforce verification code.

  3. Enter the code into Workforce before it expires.

  4. Select Log In.

Verification codes refresh every 30 seconds.

Once successfully authenticated, you may not be prompted again for up to 24 hours on the same device.

Troubleshoot Setup Issues

If you receive an error such as:

  • “Invalid code”

  • “There were problems verifying your code”

Try the following steps:

  1. Log out of Workforce.

  2. Remove the Workforce account from your authenticator app.

  3. Log back in.

  4. Repeat the setup process.

If the issue continues:

  • Clear your browser cookies/cache

  • Try another browser

  • Ensure your device time settings are set to automatic/synchronised

Enforce Two-Factor Authentication Across Your Organisation

Admins can require 2FA for managers and admin-level users.

To enable mandatory 2FA:

  1. Navigate to: Settings > All Settings > General Settings > Advanced Settings

  2. Enable: Enforce Multi-Factor Authentication

  3. Select Update Settings.

Once enabled, all applicable users must configure 2FA before accessing Workforce.

If You Cannot Access Your Authenticator App

If you no longer have access to your authenticator app or mobile device, you can request a verification code via email.

To receive a code by email:

  1. Enter your username and password as usual.

  2. On the verification screen, select: The app isn’t working, email me a verification code.

  3. Check your inbox for the code.

  4. Enter the code to complete login.

Email verification codes are valid for a limited time. For security, enter the code as soon as you receive it.

Regenerate Your QR Code

If you need to reconnect your authenticator app:

  1. Log in using email verification.

  2. Navigate to My Profile.

  3. Disable Two-Factor Authentication.

  4. Re-enable 2FA by following the setup steps again.

A new QR code will be generated during setup.

Common Login Issues

Expired Verification Code

Authenticator codes refresh every 30 seconds.

If your code expires before submission:

  1. Wait for a new code to generate.

  2. Enter the new code immediately.

Incorrect Device Time

2FA relies on accurate device time.

Ensure:

  • Your phone and computer clocks are synchronised

  • Automatic date/time settings are enabled

Use Email Verification

When verifying by email:

  • Codes are valid for a limited time and should be entered as soon as possible

  • A new code can be requested if the previous one expires

If verification continues failing:

  • Request a new code

  • Check spam/junk folders

  • Confirm your email address is correct

USE 2FA Without a Smartphone?

You can still use 2FA without a mobile device.

Desktop/browser-based authenticator tools are also supported, including:

  • Google Authenticator browser extensions

  • Authy Desktop

  • Other compatible authenticator applications

These apps can scan the QR code and generate verification codes the same way as a mobile app.

FAQs

How do I know if 2FA is enabled?

You can view your current authentication status within My Profile.

Can I disable 2FA later?

Yes. Users can disable 2FA from their profile settings unless it has been enforced organisation-wide by an admin.

Why is Workforce asking me to enable 2FA?

Your organisation may require enhanced security for admin and manager accounts.

Why does my verification code fail?

The most common causes are:

  • Expired codes

  • Unsynchronised device time

  • Incorrect authenticator setup

Can I use email verification instead of an authenticator app?

Email verification is available as a backup login method, but an authenticator app is recommended for stronger security.

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