HR Admin guide: how to set up Two Factor Authentication

Two Factor Authentication adds an extra layer of security by requiring not just your password but also a second form of verification when accessing your Ciphr HR account. This extra protection significantly decreases the risk of unauthorised access and system breaches.

Two Factor Authentication is user-role specific, so any roles that you want this to be applied to needs to be configured. 

• This can be achieved by selecting System > Security > Role Management

• Click on the role name and then click on Details from the list of Actions presented 

• Select the slider to enable Two Factor Authentication for that user role
• Click Review Changes 

• Review the changes and click Update

• You will then return to the Role Management summary page, where you can see that Two Factor Authentication is enabled for that user 
   
• Repeat the process for any other users 

Admin: Frequently Asked Questions

Q: Why has a user received an unexpected error when trying to log in after Two Factor Authentication has been enabled?

A: If a user encounters an unexpected error while attempting to log in, it might be due to a missing contact email address.

To resolve this, please access their record and enter a unique contact email address that the user can access to receive their one-time verification code. 

Q: Why has a user not received their verification code?

A: If a user has not received their verification code, it may be due to an incorrect contact email address.

Please check the user's record to verify that the contact email address is correct and that the user has access to this mailbox.

Additionally, remind the user to check their junk or spam folders.

Q: What if I have a user who has set up Two Factor Authentication incorrectly?

A: If a user has set up 2FA incorrectly or would like to change the method, go to the user’s Account Settings and select Forget TFA setup.

The TFA setup complete toggle will then switch to OFF to show that it is incomplete.

The next time the user logs into the system, they will be able to reconfigure their 2FA.