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Main Masters - Two-Factor Authentication (Global Level) - Admin 

Introduction

Two-Factor Authentication (2FA) is a security feature integrated into the Entire OnHire staff portal, providing extra security to prevent unauthorised access to your account. It adds an additional layer of security beyond a password, using authentication methods such as authenticator app, registered email address, security questions, and SMS (registered mobile number).

How can the Admin enable Two-Factor Authentication (2FA)  (Global Level) for users?

After the admin enables 2FA, you will see the 2FA setting screen the first time you sign in.

Admins can enable 2FA by following these steps:

  • Click on Masters on the main header.
  • Under Main Masters, select Two-Factor Authentication.

Master – Main Master - Two-Factor Authentication

  • Under 2FA Settings, follow the steps below:
    • Tick or untick the checkbox to enable or disable 2FA for the user(s).
      • If the checkbox is ticked, 2FA is enforced at the admin level, and you must set up MFA for your account.
      • If the checkbox is unticked, 2FA is not mandatory from the admin side. However, you can still choose to enable 2FA from your profile settings. Read on how you can enable the 2FA, click here: Change Default 2FA Configuration - User Level Settings.
      • If 2FA is enabled at either the admin level or your profile settings, you will be prompted to set up MFA during login.
      • If both admin and user-level settings are disabled, 2FA will not be required.
    • Select the preferred Default validation mode for users signing in for the first time after 2FA is activated.

The default validation mode you select here appears automatically in the authentication method selection field on the 2FA setup screen. However, you can still choose a different authentication method based on your preference.

If neither the tenant policies nor the admin specifies an authentication method, the system automatically sets the Authenticator App as the default, followed by Email.

    • Choose the Email template that will be used to send the security code.
    • The Authentication valid till (days) field maximum value is 99 days. If you need to extend the Authentication valid till (days) beyond 99 days, contact the Xeople Support Portal for assistance.
    • To understand how this 2FA configuration links to the your 2FA setting screen, review the points below:
      • The Authentication valid till day(s) field maps directly to the Use Organisation Policy (99 days) option on your 2FA setting screen.
      • You cannot set Remember this device beyond the configured maximum value. If the organisation policy (e.g., 99 days) checkbox is selected, the value will automatically default to 99 days. If the organisation policy checkbox is not selected, you can set the Remember this device value manually, up to the maximum allowed limit (e.g., 99 days).
      • If Authentication Valid Till Day(s) is set to 0, the Organisation Policy (99 days) option will not be displayed on the 2FA setting screen.

Recommended Reading: Review the 2FA Selection Screen (Verification Method) to see how the Default Validation Mode maps to the Authentication Method, and how Authentication Valid Till Day(s) maps to Use Organisation Policy (30 days).

2FA Settings – Enable/Disable – Save 2FA Settings

  • Under Security Questions, you can:
    • Add new questions
    • Edit or delete existing questions
    • Disable any question by marking it

You can’t edit security questions that are already in use. You may delete them but avoid removing active questions unless necessary.

Security Questions – Add New Security Questions

How does Two-Factor Authentication (2FA) work after Admin configuration?

Two-Factor Authentication (2FA) offers four authentication methods. Authenticator App (recommended), Security Questions, Email and SMS. Security Questions and Email (registered email address) are free to use. If SMS (registered mobile number) is selected, the messages will use the organisation’s SMS activity/allowance. In many cases this may still have no additional cost.

To understand how Two-Factor Authentication (2FA) works, follow the steps below:

  • Enter your username and password on the sign-in screen to configure the MFA settings. 
  • After configuring all the three MFA setting steps, you will be directed to a second verification step on the MFA Portal. This may include:
    • A verification code generated on your mobile authenticator app, or
    • A verification code sent via Email or SMS, or
    • Answering Security Questions.

  • Once you successfully pass both authentication layers, you will be granted access to the staff portal.

After Login - MFA Settings - Screen

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